Thank you for your efforts to control expenses during fiscal year (FY) 2018. 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, or inform us of any billing delays 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.
Maura A. McDevitt
Vice President, Controller
Cara M. Greene
Acting Vice President, Controller
(effective starting August 24, 2018)
We request that all organizations limit their expense and capital expenditures, particularly for Postal Service support equipment, to essential needs. Accordingly, all vice presidents should review discretionary spending to ensure the Postal Service attains its financial target for this fiscal year.
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.
To ensure timely processing, submit purchase requests, expense and capital requisitions, requests for contract awards, and contract modifications for FY 2018 to Supply Management for processing as follows:
For FY 2018, submit expense requisitions and requests for contract actions to Supply Management before August 1, 2018. Any requests received after this date may not be processed for award and delivery by September 30.
For FY 2018, submit expense requisitions and requests for contract actions to Supply Management before August 31, 2018. Any requests received after this date may not be processed for award and delivery by September 30.
For FY 2018, submit capital requisitions and requests for contract actions by the same dates as above for expense, although Supply Management will accept requisitions through September 7, 2018. Any requests received after this date may not be processed for award by September 30.
For FY 2019, submit expense and capital requisition requests for contract actions that require a start date before October 1, 2018, to Supply Management before August 21, 2018. Any requests received after this date may not be processed for award by the required start date.
Accounting Services, San Mateo, will process against the appropriate fiscal year funds based on contract or modification issuance in accordance with the table shown here:
For requisitions received…
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Funds are processed as follows…
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On or before
August 1, 2018
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For contracts or modifications (IT Hardware, Services, Software, and Telecom) issued by September 30, Accounting Services, San Mateo, will process against FY 2018 funds
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On or before
August 31, 2018
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For contracts or modifications (other than IT and Telecom) issued by September 30, Accounting Services, San Mateo, will process against FY 2018 funds.
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On or before
September 7, 2018
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For contracts or modifications (Capital Purchases) issued by September 30, Accounting Services, San Mateo, will process against FY 2018 funds
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On or after
September 1, 2018 (Expense) or
September 7, 2018 (Capital)
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For contracts or modifications issued after September 30, Accounting Services, San Mateo, will process against FY 2019 funds.
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Transmit electronic files to Accounting Services as follows:
Submit appropriate receiving reports or certified invoices for goods and services (received by September 30) to Accounting Services, San Mateo, no later than Monday, October 1, 2018.
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 24, to process invoices.
3. Supply Management will process all requisitions for the issuance of contracts against FY 2018 funds according to the following priorities:
n Priority 1 — Capital commitment requisitions.
n Priority 2 — Expense commitment requisitions.
We will process monthly accruals for Headquarters (HQ) expense as normal and as communicated to the Executive Leadership Team (ELT) and their budget coordinators. Note: Any unusual or non-recurring expense must be communicated to the ELT budget coordinators as a possible adjustment to the normal ELT accrual.
1. All HQ accruals will occur at the ELT or VP finance level.
2. Certified invoices for goods and services received by September 30 must be received by Accounting Services, San Mateo, no later than Monday, October 1. All invoices not received by San Mateo by October 1 will be processed in October 2018, and paid in FY 2019.
3. If goods or services have been received as of September 30, 2018, but the vendor invoice has not been received, or if received, has not been approved and submitted to the Accounting Services Center for payment, these expenses will need to be accrued. Please contact your respective Budget Coordinator to complete the accrual.
The table shown here describes the schedule for submitting forms and other required documents for FY 2018 Year-End Close.
Form #
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Item
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Submit by
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Submit to
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Received by Date
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PS 1839
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Payment Record for Carrier Drive Out Agreement
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Field offices
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eIWS online forms
|
September 7, 2018
|
PS 1164-A
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Claim for Reimbursement for Postal Supervisors (for Employee Business Expenses only)
|
Field offices
|
eIWS online forms
|
September 7, 2018
|
PS 17
|
Stamp Requisition \u2044 Stamp Return
|
Field offices
|
Stamp Service Center
|
September 7, 2018
|
PS 1233
|
Project Financial Change/Completion Report — to add site prep cost to existing assets or Construction-in-Progress (CIP)
|
St. Louis
|
San Mateo
|
September 14, 2018
|
N/A
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Email from accounting assistant to add inventory items to fixed assets or CIP
|
Topeka Material Distribution Center (MDC)
|
San Mateo
|
September 14, 2018
|
PS 969
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Material Recycling and Disposal (Retirement)
|
Asset Accountability Service Center (AASC)
|
San Mateo
|
September 21, 2018
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PS 2880
|
Physical Inventory — Certification \u2044Adjustments (Retirement or Addition)
|
AASC
|
San Mateo
|
September 21, 2018
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N/A
|
All Recognition and Incentive Awards
|
All offices
|
eAwards
|
September 12, 2018
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N/A
|
Hard copy paper commitment documents
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Supply Management (HQ)
|
San Mateo
|
September 21, 2018
|
N/A
|
Government Printing Office
|
Supply Management (HQ)
|
San Mateo
|
September 14, 2018
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Spreadsheet Capitalization
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Addition, adjustment, add-on etc.
|
Program Managers through HQ Payable
|
San Mateo
|
September 25, 2018
|
PS 4503
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Vehicle Delivery Control Sheet
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Vehicle Maintenance Facility (VMF)
|
Marlene Kocken, Fleet Management
|
September 14, 2018
|
PS 4587
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Request to Repair, Replace, or Dispose of Postal Service-Owned Vehicle
|
VMF
|
San Mateo
|
September 21, 2018
|
SF 97
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The U.S. Government Certificate of Release of a Motor Vehicle
|
Field offices
|
San Mateo
|
September 21, 2018
|
PS 1902
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Justification for Billing Accounts Receivable (Non-payroll)
|
Field offices
|
San Mateo
|
September 14, 2018
|
PS 4541
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Order-Invoice for Vehicle Repair (Commercial work order)
|
Field offices
|
Support VMF
|
September 14, 2018
|
N/A
|
Tort claims
|
All offices
|
District Tort Claims Coordinator
|
September 21, 2018
|
N/A
|
eTravel (approving official)
|
All offices
|
St. Louis
|
September 21, 2018
|
N/A
|
Vehicle hire payment certification reports
|
Field offices
|
Support VMF
|
September 21, 2018
|
PS 2551
|
Non-Goods and Non-Services — Payment Authorization
|
All offices
|
eIWS online forms
|
September 23, 2018
|
PS 3533
|
Application for Refund of Fees, Products, and Withdrawal of Customer Accounts
|
Field offices
|
eIWS online forms
|
September 23, 2018
|
N/A
|
USPS Telecom Data invoices
|
Calero
|
San Mateo
|
September 30, 2018
|
N/A
|
Inter-Agency Payment and Collection Certified invoices
|
Field offices
|
San Mateo
|
September 21, 2018
|
N/A
|
National Transportation Services
|
Supply Management (HQ)
|
San Mateo
|
September 30, 2018
|
PS 1129
|
Cashier Reimbursement Voucher and \u2044or Accountability Report (Imprest fund)
|
All offices (Imprest)
|
San Mateo
|
September 28, 2018
|
N/A
|
Government travel account
|
St. Louis
|
St. Louis
|
September 21, 2018
|
N/A
|
Gasoline credit card (fleet card)
|
U.S. Bank
|
San Mateo
|
September 28, 2018
|
N/A
|
Project facility system
|
Facilities
|
St. Louis
|
September 21, 2018
|
N/A
|
eBuy utilities
|
All offices
|
eBuy post/certify module
|
September 30, 2018
|
PS 2146
|
Employee’s Claim for Personal Property
|
All offices
|
San Mateo
|
September 28, 2018
|
N/A
|
Commitments through APEX-CAMS electronic interface
|
Supply Management (HQ)
|
San Mateo
|
September 30, 2018
|
N/A
|
Direct Vendor Delivery and eBuy*
|
Topeka MDC
|
San Mateo
|
September 30, 2018
|
N/A
|
Telecommunications Expense Management
|
Raleigh Network Operations
|
San Mateo
|
September 30, 2018
|
N/A
|
Material Distribution Management System invoices
|
Topeka MDC
|
San Mateo
|
September 30, 2018
|
N/A
|
National Customer Management System invoices
|
Stamp Fulfillment Services
|
San Mateo
|
September 30, 2018
|
N/A
|
Program Cost Tracking System invoices (PCTS)
|
PCTS Systems Administrator
|
San Mateo
|
September 30, 2018
|
N/A
|
UTIL — Energy Initiatives
|
Energy United \u2044 NISC
|
San Mateo
|
September 30, 2018
|
N/A
|
Solution for Enterprise Asset Management invoices
|
Topeka MDC
|
San Mateo
|
September 30, 2018
|
N/A
|
Basic Pricing Agreement cover sheets
|
All offices
|
San Mateo
|
October 1, 2018
|
N/A
|
Capital and expense receiving report
|
All offices
|
San Mateo
|
October 1, 2018
|
N/A
|
Certified invoices — supplies and services, bulk fuel and oil purchases, motor vehicle parts, and non-metered heating fuel
|
All offices
|
San Mateo
|
October 1, 2018
|
N/A
|
National Service Agreement — certified invoices
|
Manager, Pricing Strategy
|
San Mateo
cc: CFR
|
October 1, 2018
|
N/A
|
U.S. Bank Visa accrual
|
U.S. Bank
|
San Mateo
|
October 1, 2018
|
N/A
|
Relocation Management Firm accruals
|
Accounting (HQ)
|
Relocation
|
October 1, 2018
|
N/A
|
Commercial bank reconciliations
|
JP Morgan Chase and Citibank
|
Eagan
|
October 14, 2018
|
*Do not place orders for DVD or eBuy purchases from September 28 through October 1, 2018, except for critical needs.
Address questions concerning these instructions to the appropriate Accounting Services location or Finance office indicated in the table shown above.
— Corporate Accounting, Controller, 8-30-18
