2009 has been a year of unprecedented financial challenge for the Postal Service™. Many of you have undertaken extraordinary efforts to control expenses. It is vital that we carry this effort through to the end of the fiscal year by tightly controlling discretionary activity. This does not mean curtailing business, but it does mean making prudent choices by deferring or eliminating noncritical activity, and purchasing goods or services throughout the year, rather than at the end of the fiscal year simply because there are available budget funds. Please encourage your contractors to bill us in a timely manner for goods received and services rendered, so we can properly recognize the expense before the end of the fiscal year. The following instructions will assist you, when appropriate, in helping the Postal Service close its financial books in a timely and efficient manner.
Vincent DeVito
Vice President, Controller
I. Instructions for Fiscal Year 2009 Closing
All organizations are requested to limit their expenditures to essential spending. Accordingly, all vice presidents should review discretionary spending to ensure the Postal Service attains its financial target for this fiscal year (FY).
The instructions and reporting dates in this Postal Bulletin supplement procedures followed during the normal monthly or quarterly reporting schedule.
II. Fiscal Year
The Postal Service prepares its annual reports on a government FY basis, which comprises 365 days (366 in leap years), always ending on September 30.
III. End of Year Processing Activities and Timelines, Contract Modifications, and Requisitions
Capital and Expense requisitions and requests for contract modifications will not be accepted by Supply Management after September 4.
Capital purchase card transactions will be accepted by Supply Management through September 14.
Also, organizations should limit capital commitments, particularly for Postal Service support equipment, to essential needs.
The schedule for Supply Management processing is as follows:
Hardcopy paper commitment documents must be forwarded to Accounting Services, San Mateo no later than September 18.
Electronic files must be transmitted to Accounting Services as follows:
Appropriate receiving reports or certified invoices for goods and services received by September 30 must be forwarded to Accounting Services, San Mateo to be received no later than October 1.
Note:
1. Expedite processing of receiving reports and certified invoices, as these documents are used to charge expense to the proper FY.
2. Additionally, review contracts to ensure sufficient funds are available by September 18 to process invoices.
3. Supply Management will process all requisitions for the issuance of contracts against FY 2009 funds according to the following priorities:
Priority 1 — Capital commitment requisitions.
Priority 2 — Expense commitment requisitions.
IV. Accruals
Year-end Closing:
1. Goods received and services rendered through September 30, 2009, will no longer be accrued at a field finance number level. Only invoices certified and received as indicated by the dates in Part V, Submission Schedules, below, by San Mateo by October 2, will be charged to FY 2009.
2. Headquarters ECM budget coordinators, Engineering coordinators, IT coordinators, and the Office of Inspector General (OIG) will be required to meet with Corporate Financial Reporting (CFR) to discuss amounts that need to be accrued for both capital and expense items. CFR will contact these organizations to schedule the meetings.
V. Submission Schedules (Appendix)
The table below delineates the schedule for submitting forms by required submission date.
Form #
|
Item
|
Submit By
|
Submit To
|
Received By Date
|
N/A
|
Back Pay Awards
|
All Offices
|
Eagan
|
3-Aug
|
PS 7381
|
Requisition for Supplies, Services, or Equipment
|
All Offices
|
Supply Management (HQ)
|
4-Sep
|
PS 1839
|
Payment Record for Carrier Drive-Out Agreements
|
Field Offices
|
Scanning & Imaging Ctr.
|
11-Sep
|
PS 1164-A
|
Claim for Reimbursement for Postal Supervisors (For Employee Business Expenses Only)
|
Field Offices
|
Scanning & Imaging Ctr.
|
11-Sep
|
N/A
|
E-Mail From Topeka KS Accountant to Add Inventory Items to Fixed Assets or CIP
|
Topeka, KS
|
San Mateo
|
11-Sep
|
Form 1233
|
Project Financial Change/Completion Report (To Add Site Prep Cost to an Existing Assets or CIP)
|
St. Louis
|
San Mateo
|
11-Sep
|
Form 969
|
Material Recycling and Disposal (Retirement)
|
Field Offices
|
San Mateo
|
18-Sep
|
Form 2880
|
Physical Inventory Certification/Adjustments (Retirement or Addition)
|
Field Offices
|
San Mateo
|
18-Sep
|
N/A
|
Commitments (CAMS) Through APEX-CAMS Print Process
|
Supply Management (HQ)
|
San Mateo
|
18-Sep
|
PS 8232
|
Payment for Personal Services Contracts
|
Field Offices
|
Scanning & Imaging Ctr.
|
21-Sep
|
N/A
|
Government Printing Office
|
Supply Management (HQ)
|
San Mateo
|
21-Sep
|
N/A
|
Health Nurse (COHN) Award
|
All Offices
|
Eawards
|
24-Sep
|
N/A
|
PCES Recognition Authorization or Vice President Award Authorization for PCES in EAS Positions
|
All Offices
|
Eawards
|
24-Sep
|
N/A
|
Individual EAS Recognition/Awards Program Authorization
|
All Offices
|
Eawards
|
24-Sep
|
N/A
|
EAS Team Recognition Authorization
|
All Offices
|
Eawards
|
24-Sep
|
RHD
|
Right-Hand Drive Vehicle Incentive Award
|
All Offices
|
Eawards
|
24-Sep
|
N/A
|
Inspection Service/Office of Inspector General Award Forms
|
Field Offices
|
Eagan
|
24-Sep
|
Form 8162
|
Capital Property Record
|
Field Offices
|
San Mateo
|
25-Sep
|
Spreadsheet Capitalization
|
Addition, Adjustment, Add-on, etc.
|
Program Managers Through HQ Payable
|
San Mateo
|
25-Sep
|
N/A
|
eTravel (Approving Official)
|
All Offices
|
St. Louis
|
25-Sep
|
N/A
|
eTravel (Receipts)
|
All Offices
|
Back Office
|
25-Sep
|
PS 4541
|
Order-Invoice for Vehicle Repair (Commercial Work Order)
|
Field Offices
|
Support VMF
|
25-Sep
|
PS 8049
|
Vehicle Hire Pay Adjustment
|
Field Offices
|
St. Louis
|
25-Sep
|
N/A
|
Vehicle Hire Payment Certification Reports
|
Field Offices
|
Support VMF
|
25-Sep
|
N/A
|
CTEL
|
Profitline
|
San Mateo
|
26-Sep
|
Form 4503
|
Vehicle Delivery Control Sheet
|
VMF
|
San Mateo
|
25-Sep
|
Form 4587
|
Request to Repair, Replace, or Dispose of Postal-Owned Vehicle
|
VMF
|
San Mateo
|
25-Sep
|
N/A
|
Tort Claims
|
All Offices
|
Scanning & Imaging Ctr.
|
25-Sep
|
PS 3637-G
|
Batch Header for Official Mail (Attach Supporting Documents)
|
Field Offices
|
Scanning & Imaging Ctr.
|
28-Sep
|
PS 8230
|
Authorization for Payment
|
All Offices
|
Scanning & Imaging Ctr.
|
28-Sep
|
PS 3533
|
Application for Refund of Fees, Products and Withdrawal of Customer Accounts
|
Field Offices
|
Scanning & Imaging Ctr.
|
28-Sep
|
SF 97
|
The U.S. Government Certificate of Release of a Motor Vehicle
|
Field Offices
|
San Mateo
|
25-Sep
|
N/A
|
Government Travel Account (GTA)
|
St. Louis
|
St. Louis
|
29-Sep
|
N/A
|
Gasoline Credit Card (Fleet Card) Payment
|
U.S. Bank
|
San Mateo
|
25-Sep
|
N/A
|
IPAC (Inter-Agency Payment and Collection) Certified Invoices
|
Field Offices
|
San Mateo
|
29-Sep
|
PS 1902
|
Justification for Billing Accounts Receivable (Nonpayroll)
|
Field Offices
|
San Mateo
|
29-Sep
|
N/A
|
Telecommunications
|
Raleigh Network Operations
|
San Mateo
|
30-Sep
|
N/A
|
eBuy Utilities
|
All Offices
|
Ebuy Post/Certify Module
|
30-Sep
|
N/A
|
MDIMS — Material Distribution Mgmt. Sys. Invoices
|
Topeka, KS
|
San Mateo
|
30-Sep
|
N/A
|
NCMS — National Customer Mgmt. Sys. Invoices
|
Stamp Fulfillment Services
|
San Mateo
|
30-Sep
|
N/A
|
PCTS — Program Cost Tracking Sys. Invoices
|
PCTS Systems Administrator
|
San Mateo
|
30-Sep
|
N/A
|
UTIL — Energy Initiatives
|
Energy United/NISC
|
San Mateo
|
30-Sep
|
N/A
|
NTSP — National Transportation Services
|
Supply Management (HQ)
|
San Mateo
|
30-Sep
|
N/A
|
BPA Cover Sheets
|
All Offices
|
San Mateo
|
1-Oct
|
N/A
|
Capital and Expense Receiving Report
|
All Offices
|
San Mateo
|
1-Oct
|
N/A
|
Certified Invoices — Supplies and Services, Bulk Fuel and Oil Purchases, Motor Vehicle Parts, Nonmetered Heating Fuel
|
All Offices
|
San Mateo
|
1-Oct
|
PS 1129
|
Cashier Reimbursement Voucher and/or Accountability Report (Imprest Fund)
|
All Offices (Imprest)
|
San Mateo
|
1-Oct
|
N/A
|
Project Facility System
|
Facilities
|
St. Louis
|
1-Oct
|
N/A
|
Direct Vendor Delivery (DVD) and eBuy**
|
Topeka MDC
|
San Mateo
|
30-Sep
|
N/A
|
NSA — National Service Agreement Certified Invoices
|
Mgr. of Pricing Strategy
|
San Mateo
|
1-Oct
|
N/A
|
U.S. Bank VISA Accrual
|
U.S. Bank
|
San Mateo
|
2-Oct
|
N/A
|
Relocation Management Firm (RMF) Accruals
|
Accounting, (HQ)
|
HQ
|
3-Oct
|
N/A
|
Commercial Bank Reconciliations
|
U.S. Bank, J.P. Morgan Chase, and Citibank
|
Eagan
|
7-Oct
|
** Do not place orders for DVD or eBuy purchases from October 1 through October 3, 2009, except for critical needs.
Address questions concerning these instructions to the appropriate Accounting Services location or Finance office indicated in the table above.
— Accounting Policy, Controller, 7-30-09
