Thanks to all of you for your efforts to control expenses during FY 2013. 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
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 instruction and reporting dates in this Postal Bulletin supplement procedures followed during the normal monthly or quarterly reporting schedule.
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.
Expense requisitions and requests for contract modifications for FY13 will not be accepted by Supply Management after August 31. Capital purchases will be accepted by Supply Management through September 13.
Note: Capital credit card transactions must be processed by the vendor before the Visa monthly cut-off date of September 19; otherwise, the transaction will not be processed.
Also, organizations should limit capital commitments, particularly for Postal Service support equipment, to essential needs. The schedule for Supply Management processing is as follows:
FY 2013, Capital and Expense requisitions and requests for contract action will not be accepted by Supply Management after August 31.
For FY 2013, Capital and Expense requisition requests for contract actions will not be accepted by Supply Management after August 1, 2013. Any requests received after this date will not be guaranteed for award and delivery by September 30, 2013.
For FY 2014, Capital and Expense requisition requests for contract actions that require a start date of October 1, 2013, will not be accepted by Supply Management after August 1, 2013. Any requests received after this date will not be guaranteed for award by October 1, 2013.
Hardcopy paper commitment documents must be forwarded to Accounting Services, San Mateo no later than Friday, September 20. 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 received by Accounting Services, San Mateo no later than Tuesday, 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 30 to process invoices.
3. Supply Management will process all requisitions for the issuance of contracts against FY 2013 funds according to the following priorities:
Priority 1 — Capital commitment requisitions.
Priority 2 — Expense commitment requisitions.
Year-end closing, FY 2013:
1. There will be no “special” end-of-year accruals for HQ expenses. Monthly accruals for HQ expenses will be processed as normal and as communicated to the Executive Leadership Team (ELT) budget coordinators. NOTE: Any unusual/non-monthly expense should be communicated to the ELT as a possible adjustment to the normal ELT accrual.
2. All HQ accruals will be accrued at the ELT finance level.
3. All invoices for San Mateo 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, 2013. All invoices not received by San Mateo by October 1, 2013 will be processed in October 2013 and charged to FY 2014.
The table below describes the schedule for submitting forms by the required submission date.
Form #
|
Item
|
Submit by
|
Submit to
|
Received by Date
|
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
|
PS 17
|
Stamp Requisition/Stamp Return
|
Field offices
|
SSC/SDO
|
10-Sep
|
PS 1233
|
Project Financial Change/Completion Report (To add site prep cost to an existing assets or CIP)
|
St. Louis
|
San Mateo
|
13-Sep
|
N/A
|
Email from Accounting Assistant to add inventory items to fixed assets or CIP
|
Topeka, KS
|
San Mateo
|
13-Sep
|
Form 969
|
Material Recycling and Disposal (Retirement)
|
Field Offices
|
San Mateo
|
13-Sep
|
Form 2880
|
Physical Inventory — Certification/Adjustments (Retirement or Addition)
|
Field Offices
|
San Mateo
|
13-Sep
|
N/A
|
All Recognition and Incentive Awards*
|
All offices
|
eAwards
|
18-Sep
|
N/A
|
Hardcopy paper commitment documents
|
Supply Management (HQ)
|
San Mateo
|
20-Sep
|
N/A
|
Government Printing Office
|
Supply Management (HQ)
|
San Mateo
|
20-Sep
|
Form 8162
|
Capital Property Record
|
Field Offices
|
San Mateo
|
20-Sep
|
Spreadsheet Capitalization
|
Addition, adjustment, add-on etc.
|
Program Managers through HQ Payable
|
San Mateo
|
20-Sep
|
Form 4503
|
Vehicle Delivery Control Sheet
|
VMF
|
San Mateo
|
20-Sep
|
Form 4587
|
Request to Repair, Replace, or Dispose of Postal Service–Owned Vehicle
|
VMF
|
San Mateo
|
20-Sep
|
SF 97
|
The U.S. Government Certificate of Release of a Motor Vehicle
|
Field offices
|
San Mateo
|
20-Sep
|
PS 1902
|
Justification for Billing Accounts Receivable (Non-Payroll)
|
Field offices
|
San Mateo
|
20-Sep
|
PS 4541
|
Order-Invoice for Vehicle Repair (commercial work order)
|
Field offices
|
Support VMF
|
21-Sep
|
N/A
|
Tort claims
|
All offices
|
Scanning & Imaging Ctr.
|
24-Sep
|
N/A
|
eTravel (Approving Official)
|
All offices
|
St. Louis
|
24-Sep
|
N/A
|
Vehicle hire payment certification reports
|
Field offices
|
Support VMF
|
24-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
|
CTEL
|
Tangoe
|
San Mateo
|
27-Sep
|
N/A
|
Arbitration — Related Payments
|
All offices
|
San Mateo
|
27-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
|
27-Sep
|
PS 1129
|
Cashier Reimbursement Voucher and/or Accountability Report (Imprest fund)
|
All offices (Imprest)
|
San Mateo
|
27-Sep
|
N/A
|
Government travel account (GTA)
|
St. Louis
|
St. Louis
|
27-Sep
|
N/A
|
Gasoline Credit Card (fleet card)
|
U.S. Bank
|
San Mateo
|
28-Sep
|
N/A
|
Project facility system
|
Facilities
|
St. Louis
|
29-Sep
|
N/A
|
eBuy utilities
|
All offices
|
eBuy Post/Certify Module
|
30-Sep
|
Form 2146
|
Employee’s Claim for Personal Property
|
All offices
|
San Mateo
|
30-Sep
|
N/A
|
Commitments (CAMS) through APEX-CAMS electronic interface
|
Supply Management (HQ)
|
San Mateo
|
30-Sep
|
N/A
|
Direct Vendor Delivery (DVD) and eBuy**
|
Topeka MDC
|
San Mateo
|
30-Sep
|
N/A
|
Telecommunications Expense Management (TEMA)
|
Raleigh Network Operations
|
San Mateo
|
30-Sep
|
N/A
|
Material Distribution Management System invoices (MDIMS)
|
Topeka, KS
|
San Mateo
|
30-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
|
30-Sep
|
N/A
|
Solution for Enterprise Asset Management (SEAM)
|
Topeka, KS
|
San Mateo
|
30-Sep
|
PS 3637-G
|
Batch Header for Official Mail (attach supporting documents)
|
Field offices
|
Scanning & Imaging Ctr.
|
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
|
N/A
|
National Service Agreement (NSA)–certified invoices
|
Mgr of Pricing Strategy
|
San Mateo
|
1-Oct
|
N/A
|
U.S. Bank Visa accrual
|
U.S. Bank
|
San Mateo
|
1-Oct
|
N/A
|
Relocation Management Firm (RMF) accruals
|
Accounting, (HQ)
|
Relocation
|
2-Oct
|
N/A
|
Commercial Bank Reconciliations
|
U.S. Bank, JP Morgan Chase, and Citibank
|
Eagan
|
11-Oct
|
*Per PMG memo dated July 1, 2011, awards for non-bargaining employees are suspended.
**Do not place orders for DVD or eBuy purchases from September 28 through October 1, 2013, except for critical needs.
Address questions concerning these instructions to the appropriate Accounting Services location or Finance office indicated in the table above.
— Corporate Accounting, Controller, 7-25-13
