Organization Information

Finance

Fiscal Year 2012 Closing Guidance: Message From the Controller

This supersedes the closing guidance article in Postal Bulletin 22341 (7-12-12, pages 83–86).

* * * * * 

I ask that each of you continue your efforts to control expenses. It is important that we carry this effort through to the end of the fiscal year by 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 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.

Tim O’Reilly
Vice President, Controller

I. Instructions for Fiscal Year 2012 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 for FY 2012 are no longer being accepted by Supply Management.

Capital purchase card transactions will be accepted by Supply Management through September 13. Note: If the transaction is not processed by the vendor within the Visa monthly cut-off, i.e., September 18, the transaction will be applied to FY 2013.

Also, organizations should limit capital commitments, particularly for Postal Service support equipment, to essential needs.

The schedule for Supply Management processing is as follows:

 

For requisitions received…

Funds are processed as follows…

On or before August 31, 2012

Supply Management will issue the required contract or modification for Accounting Services, San Mateo to process against FY 2012 funds.

On or after September 1, 2012

Supply Management will issue the required contract or modification for Accounting Services, San Mateo to process against FY 2013 funds.

Requisitions for Contract Actions

FY 2012, Capital and Expense requisitions and requests for contract actions are no longer being accepted by Supply Management.

Requisitions for IT Hardware, Services, Software, and Telecom (Exception)

For FY 2012, Capital and Expense requisition requests for contract actions have ended. Any requests received after August 1, 2012, are not guaranteed for award and delivery by September 30, 2012.

For FY 2013, Capital and Expense requisition requests for contract actions that require a start date of October 1, 2012, will not be accepted by Supply Management after August 1, 2012. Any requests received after this date will not be guaranteed for award by October 1, 2012.

Hardcopy paper commitment documents must be for­warded to Accounting Services, San Mateo no later than Friday, September 14.

Electronic files must be transmitted to Accounting Ser­vices as follows:

 

Send electronic files for...

To...

No later than...

Contract Authoring and Management System (CAMS)

San Mateo

September 29, 2012

Facilities capital commitments and expense payments

St. Louis

September 30, 2012

Appropriate receiving reports or certified invoices for goods and services received by September 30 must be received by Accounting Services, San Mateo no later than Monday, October 1.

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 Friday, August 31 to process invoices.

3. Supply Management will process all requisitions for the issuance of contracts against FY 2012 funds ac­cording to the following priorities:

Priority 1 — Capital commitment requisitions.

Priority 2 — Expense commitment requisitions.

IV. Accruals

Year-end closing new for FY 2012:

1. There will be no “special” end-of-year accruals for Headquarters (HQ) expenses. Monthly accruals for HQ expenses will be processed as normal and as communicated to the Executive Leadership Team (ELT) budget coordinators.

2. All HQ accruals will be accrued at the ELT finance level.

3. All invoices for goods and services received in the month of September must be mailed to San Mateo no later than September 27 for processing by Sep­tember 30, 2012. All invoices not received by San Mateo by October 1, 2012, will be processed in October 2012 and will be charged to FY 2013.

V. Submission Schedules (Appendix)

The table below describes the schedule for submitting forms by the required submission date.

 

Form #

Item

Submit by

Submit to

Received by Date

PS 1233

Project Financial Change/Completion Report (To add site prep cost to an existing assets or CIP)

St. Louis

San Mateo

12-Sep

PS 17

Stamp Requisition/Stamp Return

Field offices

SSC/SDO

10-Sep

PS 1839

Payment Record for Carrier Drive Out Agreements

Field offices

Scanning & Imaging Ctr.

10-Sep

PS 1164-A

Claim for Reimbursement for Postal Supervisors (for Employee Business Expenses only)

Field offices

Scanning & Imaging Ctr.

10-Sep

N/A

Email from HQ Asset Mgmt Budget & Cost analyst to add inventory items to fixed assets or CIP

Topeka, KS

San Mateo

10-Sep

Form 969

Material Recycling and Disposal (Retirement)

Field Offices

San Mateo

14-Sep

Form 2880

Physical Inventory — Certification/Adjustments (Retirement or Addition)

Field Offices

San Mateo

14-Sep

N/A

Hardcopy paper commitment documents

Supply Management (HQ)

San Mateo

21-Sep

PS 8232

Payment for Personal Services Contracts

Field offices

Scanning & Imaging Ctr.

17-Sep

N/A

Government Printing Office

Supply Management (HQ)

San Mateo

21-Sep

N/A

All Recognition and Incentive Awards*

All offices

eAwards

20-Sep

Form 8162

Capital Property Record

Field Offices

San Mateo

21-Sep

Spreadsheet Capitalization

Addition, adjustment, add-on etc

Program Managers through HQ Payable

San Mateo

21-Sep

PS 4541

Order-Invoice for Vehicle Repair (commercial work order)

Field offices

Support VMF

21-Sep

Form 4503

Vehicle Delivery Control Sheet

VMF

San Mateo

21-Sep

Form 4587

Request to Repair, Replace, or Dispose of Postal Service–Owned Vehicle

VMF

San Mateo

21-Sep

SF 97

The U.S. Government Certificate of Release of a Motor Vehicle

Field offices

San Mateo

21-Sep

N/A

Gasoline Credit Card (fleet card)

U.S. Bank

San Mateo

29-Sep

N/A

CTEL

Profitline

San Mateo

28-Sep

N/A

eTravel (Approving Official)

All offices

St. Louis

24-Sep

N/A

eTravel (Receipts)

All offices

Back Office

24-Sep

PS 8049

Vehicle Hire Pay Adjustment

Field offices

St. Louis

24-Sep

N/A

Vehicle hire payment certification reports

Field offices

Support VMF

24-Sep

N/A

Tort claims

All offices

Scanning & Imaging Ctr.

24-Sep

PS 1902

Justification for Billing Accounts Receivable (Non-Payroll)

Field offices

San Mateo

21-Sep

PS 8230

Authorization for Payment

All offices

Scanning & Imaging Ctr.

25-Sep

PS 3533

Application for Refund of Fees, Products and Withdrawal of Customer Accounts

Field offices

Scanning & Imaging Ctr.

25-Sep

N/A

Government travel account (GTA)

St. Louis

St. Louis

27-Sep

PS 3637-G

Batch Header for Official Mail (attach supporting documents)

Field offices

Scanning & Imaging Ctr.

28-Sep

N/A

Arbitration — Related Payments

All offices

San Mateo

28-Sep

Form 2146

Employee’s Claim for Personal Property

All offices

San Mateo

28-Sep

N/A

Commitments (CAMS) through APEX-CAMS electronic interface

Supply Management (HQ)

San Mateo

29-Sep

N/A

Direct Vendor Delivery (DVD) and eBuy**

Topeka MDC

San Mateo

29-Sep

N/A

Telecommunications Expense Management (TEMA)

Raleigh Network Operations

San Mateo

28-Sep

N/A

eBuy utilities

All offices

eBuy Post/Certify Module

29-Sep

N/A

Material Distribution Management System invoices (MDIMS)

Topeka, KS

San Mateo

29-Sep

N/A

National Customer Management System invoices (NCMS)

Stamp Fulfillment Services

San Mateo

30-Sep

N/A

Program Cost Tracking System invoices (PCTS)

PCTS Systems Administrator

San Mateo

30-Sep

N/A

UTIL — Energy Initiatives

Energy United/NISC

San Mateo

28-Sep

N/A

Inter-Agency Payment and Collection (IPAC) Certified Invoices

Field Offices

San Mateo

27-Sep

N/A

National Transportation Services (NTSP)

Supply Management (HQ)

San Mateo

28-Sep

PS 1129

Cashier Reimbursement Voucher and/or Accountability Report (Imprest fund)

All offices (Imprest)

San Mateo

28-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

N/A

Project facility system

Facilities

St. Louis

29-Sep

N/A

Money order vouchers

Field offices

St. Louis

29-Sep

N/A

National Service Agreement (NSA)–certified invoices

Mgr of Pricing Strategy

San Mateo

1-Oct

N/A

Relocation Management Firm (RMF) accruals

Accounting, (HQ)

Relocation

2-Oct

NA

Solution for Enterprise Asset Management (SEAM)

Topeka, KS

San Mateo

30-Sep

N/A

U.S. Bank Visa accrual

U.S. Bank

San Mateo

1-Oct

N/A

Commercial Bank Reconciliations

U.S. Bank, JP Morgan Chase, and Citibank

Eagan

4-Oct

* Per PMG memo dated July 1, 2011, awards for nonbargaining employees are suspended.

** Do not place orders for DVD or eBuy purchases from September 29 through October 1, 2012, except for critical needs.

Address questions concerning these instructions to the appropriate Accounting Services location or Finance office indi­cated in the table above.