Thank you for all of your efforts to control expenses during fiscal year (FY) 2020 and provide timely updates on your expenses so that we maintain complete and accurate financial statements. 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 fiscal year, rather than at the end of it, simply because budgeted funds are available. 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 so that we meet our mandate with the Postal Regulatory Commission.
Cara M. Greene
Vice President, Controller
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 2020 to Supply Management for processing as described in the following requisition instructions.
For FY 2020, the date to submit expense requisitions and requests for contract actions to Supply Management was August 1, 2020. Any requests received after this date may not be processed for award and delivery by September 30.
For FY 2020, submit expense requisitions and requests for contract actions to Supply Management before August 31, 2020. Any requests received after this date may not be processed for award and delivery by September 30.
For FY 2020, submit capital requisitions and requests for contract actions by the same dates as above for expense, although Supply Management will accept requisitions through September 8, 2020. Any requests received after this date may not be processed for award by September 30.
For FY 2021, submit expense and capital requisition requests for contract actions that require a start date before October 1, 2020, to Supply Management before August 31, 2020. 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. Your actual expense may vary as we are required to record our expenses in the month in which the expense is incurred in accordance with U.S. Generally Accepted Accounting Principles (US GAAP). Processing performed by Accounting Services, San Mateo, is adjusted through the accrual process further explained in the table.
For requisitions received…
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Funds are processed as follows…
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On or before
August 1, 2020
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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 2020 funds
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On or before
August 31, 2020
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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 2020 funds.
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On or before
September 8, 2020
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For contracts or modifications (Capital Purchases) issued by September 30, Accounting Services, San Mateo, will process against FY 2020 funds
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On or after
September 1, 2020 (Expense) or
September 8, 2020 (Capital)
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For contracts or modifications issued after September 30, Accounting Services, San Mateo, will process against FY 2021 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 Thursday, October 1, 2020.
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 Monday, August 31, to process invoices.
3. Supply Management will process all requisitions for the issuance of contracts against FY 2020 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 Thursday, October 1. All invoices not received by San Mateo by October 1 will be processed in October 2020, and paid in FY 2021.
3. If goods or services have been received as of September 30, 2020, but the vendor invoice has not been received, or 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. This process ensures we record our expenses in the right month and remain compliant with US GAAP.
The table shown here describes the schedule for submitting forms and other required documents for FY 2020 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 Form 1839
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Payment Record for Carrier Drive Out Agreements
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Field offices
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eIWS Online Forms
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September 8, 2020
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PS Form 1164-A
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Claim for Reimbursement for Postal Supervisors (for Employee Business Expenses only)
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Field offices
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eIWS Online forms
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September 8, 2020
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PS Form 17
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Stamp Requisition \u2044 Stamp Return
|
Field offices
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Stamp Fulfillment Services
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September 8, 2020
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N/A
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All Recognition and Incentive Awards
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All offices
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eAwards
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September 9, 2020
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PS Form 1233
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Project Financial Change/Completion Report — to add site prep cost to existing assets or Construction-In-Progress (CIP)
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St. Louis
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San Mateo
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September 14, 2020
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N/A
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Email from accounting assistant to add inventory items to fixed assets or CIP
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Topeka Material Distribution Center (MDC)
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San Mateo
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September 14, 2020
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N/A
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Government Printing Office
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Supply Management (HQ)
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San Mateo
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September 14, 2020
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PS Form 1902
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Justification for Billing Accounts Receivable
(Non-Payroll)
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Field offices
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San Mateo
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September 14, 2020
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N/A
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Tort claims
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All offices
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District Tort Claims Coordinator
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September 20, 2020
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N/A
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Project facility system
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Facilities
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St. Louis
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September 20, 2020
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PS Form 2880
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Physical Inventory — Adjustments (Additions/Reinstatements)
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Asset Accountability Service Center
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San Mateo
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September 21, 2020
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N/A
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Hard copy paper commitment documents
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Supply Management (HQ)
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San Mateo
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September 21, 2020
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SF 97
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The U.S. Government Certificate of Release of a Motor Vehicle
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Field offices
|
San Mateo
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September 21, 2020
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N/A
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Vehicle hire payment certification reports
|
Field offices
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Local Vehicle Maintenance Facility (VMF) Manager
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September 21, 2020
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N/A
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Inter-Agency Payment and Collection Certified invoices
|
Field offices
|
San Mateo
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September 21, 2020
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N/A
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Government travel account
|
St. Louis
|
St. Louis
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September 21, 2020
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N/A
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eTravel (approving official)
|
All offices
|
St. Louis
|
September 24, 2020
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PS Form 2551
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Non-good and Non-service Payment Authorization
|
All offices
|
eIWS Online Forms
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September 24, 2020
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PS Form 3533
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Application for Refund of Fees, Products, and Withdrawal of Customer Accounts
|
Field offices
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eIWS Online Forms
|
September 24, 2020
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PS Form 4587
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Request to Repair, Replace, or Dispose of Postal Service-Owned Vehicle
|
Marlene Kocken – Fleet Management
|
San Mateo
|
September 25, 2020
|
PS Form 1129
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Cashier Reimbursement Voucher and Accountability Report (Imprest fund)
|
All offices (Imprest)
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San Mateo
|
September 27, 2020
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N/A
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Gasoline credit card (fleet card)
|
U.S. Bank
|
San Mateo
|
September 27, 2020
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PS Form 2146
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Employee’s Claim for Personal Property
|
All offices
|
San Mateo
|
September 27, 2020
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PS Form 4503
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Vehicle Delivery Control Sheet
|
VMF
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Marlene Kocken–Fleet Management
|
September 30, 2020
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PS Form 4541
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Order-Invoice for Vehicle Repair (Commercial work order)
|
Field offices
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Local VMF Manager
|
September 30, 2020
|
N/A
|
USPS Telecom Data invoices
|
Calero
|
San Mateo
|
September 30, 2020
|
N/A
|
National Transportation Services
|
Supply Management (HQ)
|
San Mateo
|
September 30, 2020
|
N/A
|
eBuy+ utilities
|
All offices
|
eBuy+
Post \u2044 Certify Module
|
September 30, 2020
|
N/A
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Commitments through APEX-CAMS electronic interface
|
Supply Management (HQ)
|
San Mateo
|
September 30, 2020
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N/A
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Direct Vendor Delivery and eBuy+*
|
Topeka MDC
|
San Mateo
|
September 30, 2020
|
N/A
|
Telecommunications Expense Management
|
Raleigh Network Operations
|
San Mateo
|
September 30, 2020
|
N/A
|
Material Distribution Inventory Management System invoices
|
Topeka MDC
|
San Mateo
|
September 30, 2020
|
N/A
|
National Customer Management System invoices
|
Stamp Fulfillment Services
|
San Mateo
|
September 30, 2020
|
N/A
|
Program Cost Tracking System invoices (PCTS)
|
PCTS Systems Administrator
|
San Mateo
|
September 30, 2020
|
N/A
|
UTIL — Energy Initiatives
|
Energy United \u2044 NISC
|
San Mateo
|
September 30, 2020
|
N/A
|
Solution for Enterprise Asset Management invoices
|
Topeka MDC
|
San Mateo
|
September 30, 2020
|
N/A
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Basic Pricing Agreement cover sheets
|
All offices
|
San Mateo
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October 1, 2020
|
N/A
|
Capital and expense receiving report
|
All offices
|
San Mateo
|
October 1, 2020
|
N/A
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Certified Invoices — supplies and services, bulk fuel and oil purchases, motor vehicle parts, non-metered heating fuel
|
All offices
|
San Mateo
|
October 1, 2020
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N/A
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Isupplier invoices and contracting officer/contracting officer representative Invoice approvals and receipt of goods and services
|
All offices
|
San Mateo
|
October 1, 2020
|
N/A
|
U.S. Bank Visa accrual
|
U.S. Bank
|
San Mateo
|
October 1, 2020
|
N/A
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Relocation Management Firm accruals
|
Accounting (HQ)
|
Relocation
|
October 1, 2020
|
N/A
|
Commercial Bank Reconciliations
|
JP Morgan Chase and Citibank
|
Eagan
|
October 11, 2020
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Address questions concerning these instructions to the appropriate Accounting Services location or Finance office indicated in the table.
— Corporate Accounting, Controller, 8-27-20
