Thank you for all your efforts to control expenses during fiscal year (FY) 2024 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 activities. This does not mean curtailing business, but it does mean making prudent choices by deferring or eliminating noncritical activities 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 to inform us of any billing delays so we can recognize the expense before the end of the fiscal year.
The following instructions will help you, when appropriate, in helping the Postal Service™ close its financial books timely and efficiently 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 (VP) 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, please submit purchase requests, expense and capital requisitions, requests for contract awards, and contract modifications for FY 2024 to Supply Management for processing by the following dates.
Requisitions for Contract Actions (Other than IT and Telecom)
For FY 2024, please submit expense requisitions and requests for contract actions to Supply Management before August 30, 2024. Any requests received after this date may not be processed for award and delivery by September 30, 2024.
Requisitions for Contract Actions (Capital Purchases)
For FY 2024, please submit capital requisitions and requests for contract actions to Supply Management on or before September 6, 2024. Any requests received after this date may not be processed for award by September 30, 2024.
Urgency and Prioritization of Peak Season Purchases
In anticipation of peak season needs, please ensure requisitions are submitted timely with proper supporting documentation to avoid delays. Supplies and equipment used in the prior year’s peak season and likely to be used again in the coming peak season should be adequately inventoried and stocked well ahead of time.
Requisitions for FY 2025 Contract Actions
For FY 2025, please submit expense and capital requisition requests for contract actions that require a start date before October 1, 2024, to Supply Management by August 30, 2024. Any requests received after this date may not be processed for award by the required start date.
FY Processing of Funds
The St. Louis Accounting Service Center (ASC) and the St. Louis ASC Satellite Office based in San Mateo (formerly known as the San Mateo ASC) will process against the appropriate fiscal year funds based on contract or modification issuance in accordance with the tables below. It is important to note that your actual expenses 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 St. Louis ASC Satellite Office is adjusted through the accrual process further explained in the table.
Transmit electronic files as follows:
Payments
Submit appropriate receiving reports or certified invoices for goods and services (received by September 30) to St. Louis ASC Satellite Office, no later than October 1, 2024.
1. Expedite processing of receiving reports and certified invoices as these documents are used to charge expense to the proper fiscal year.
2. Review contracts to ensure sufficient funds are available by August 30, 2024, to process invoices.
3. Supply Management will process all requisitions for the issuance of contracts against FY 2024 funds according to the following priorities:
n Priority 1 — Capital commitment requisitions.
n Priority 2 — Expense commitment requisitions.
Accruals
Monthly accruals for Field and Headquarters (HQ) expense will be processed 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 be accrued at the ELT or VP finance level.
2. Certified invoices for goods and services received by September 30 must be received by St. Louis ASC Satellite Office no later than September 30, 2024. All invoices not received by St. Louis ASC Satellite Office by October 1, 2024, will be processed in October 2024 and charged in FY 2025.
3. If goods or services have been received as of September 30, 2024, but the vendor invoice has not been received, approved, and submitted to the St. Louis ASC and the St. Louis ASC Satellite Office for payment, these expenses will need to be accrued. Contact your respective budget coordinators to complete the accrual. This process is critical to ensuring we record our expenses in the right month and remain compliant with US GAAP.
The following table describes the schedule for submitting forms and other required submissions for FY 2024 Year-End closing.
Form #
|
Item
|
Submit by
|
Submit to
|
Due Date
|
PS 1839
|
Payment Record for Carrier Drive Out Agreements
|
Field offices
|
eIWS Online Forms
|
September 6, 2024
|
PS 1164-A
|
Claim for Reimbursement for Postal Supervisors (for Employee Business Expenses only)
|
Field offices
|
eIWS Online forms
|
September 6, 2024
|
PS 17
|
Stamp Requisition/Stamp Return
|
Field offices
|
Stamp Fulfillment Services
|
September 6, 2024
|
NA
|
All Recognition and Incentive Awards
|
All offices
|
eAwards
|
September 4, 2024
|
NA
|
Email from Accounting Assistant to add inventory items to fixed assets
|
Topeka Material Distribution Center (MDC)
|
St Louis ASC Satellite Office
|
September 13, 2024
|
NA
|
Government Printing Office
|
Supply Management (HQ)
|
St Louis ASC Satellite Office
|
September 20, 2024
|
PS 1902
|
Justification for Billing Accounts Receivable (Non-Payroll)
|
Field offices
|
Eagan ASC
|
September 20, 2024
|
NA
|
Tort claims
|
All offices
|
District Tort Claims Coordinator
|
September 20, 2024
|
NA
|
Project facility system
|
Facilities
|
St. Louis ASC
|
September 20, 2024
|
Form 2880
|
Physical Inventory —Adjustments (Additions/Reinstatements)
|
(AASC)
|
St Louis ASC Satellite Office
|
September 20, 2024
|
NA
|
Hardcopy paper commitment documents
|
Postal Rate Commission (PRC)
|
St Louis ASC Satellite Office
|
September 20, 2024
|
SF 97
|
The U.S. Government Certificate of Release of a Motor Vehicle
|
Field offices
|
(Fleet Management Information System) FMIS
|
September 20, 2024
|
NA
|
Vehicle hire payment certification reports
|
Field offices
|
Local VMF Manager
|
September 20, 2024
|
NA
|
Inter-Agency Payment and Collection (IPAC) Certified Invoices
|
Field offices
|
St Louis ASC Satellite Office
|
September 20, 2024
|
NA
|
Government travel account (GTA)
|
St. Louis ASC
|
St. Louis ASC
|
September 20, 2024
|
NA
|
eTravel (Approving Official)
|
All offices
|
St. Louis ASC
|
September 23, 2024
|
PS 2551
|
Non-good and Non-service Payment Authorization
|
All offices
|
eIWS Online Forms
|
September 23, 2024
|
PS 3533
|
Application for Refund of Fees, Products and Withdrawal of Customer Accounts
|
Field offices
|
eIWS Online Forms
|
September 23, 2024
|
Form 4587
|
Request to Repair, Replace, or Dispose of Postal Service-Owned Vehicle
|
Vehicle Maintenance Facilities (VMF)
|
(Fleet Management Information System) FMIS
|
September 20, 2024
|
PS 1129
|
Cashier Reimbursement Voucher and/or Accountability Report (Imprest fund)
|
All offices (Imprest)
|
St Louis ASC Satellite Office
|
September 25, 2024
|
NA
|
Gasoline Credit Card (fleet card)
|
U.S. Bank
|
St Louis ASC Satellite Office
|
September 27, 2024
|
Form 2146
|
Employee’s Claim for Personal Property
|
All offices
|
St Louis ASC Satellite Office
|
September 26, 2024
|
Form 4503
|
Vehicle Delivery Control Sheet (For OIG & Inspection Service only)
|
FMIS Tier Three
|
St Louis ASC Satellite Office
|
September 23, 2024
|
N/A
|
Vehicle additions
|
Fleet Management
|
Fleet Management Information System (FMIS)
|
September 23, 2024
|
PS 4541
|
Order-Invoice for Vehicle Repair (Commercial work order)
|
Field offices
|
Local VMF Manager
|
September 27, 2024
|
NA
|
USPS Telecom Data (TELE) invoices
|
Calero
|
St Louis ASC Satellite Office
|
September 30, 2024
|
N/A
|
National Transportation Services (NTSP)
|
Supply Management (HQ)
|
St Louis ASC Satellite Office
|
September 30, 2024
|
NA
|
eBuyPlus utilities
|
All offices
|
eBuyPlus Post \u2044 Certify Module
|
September 30, 2024
|
NA
|
Commitments (CAMS) through APEX-CAMS electronic interface
|
Supply Management (HQ)
|
St Louis ASC Satellite Office
|
September 30, 2024
|
NA
|
Direct Vendor Delivery (DVD) and eBuyPlus*
|
Topeka MDC
|
St Louis ASC Satellite Office
|
September 30, 2024
|
NA
|
Telecommunications Expense Management (TEMA)
|
Raleigh Network Operations
|
St Louis ASC Satellite Office
|
September 30, 2024
|
NA
|
Material Distribution Inventory Management System invoices (MDIMS)
|
Topeka MDC
|
St Louis ASC Satellite Office
|
September 30, 2024
|
NA
|
National Customer Management System invoices (NCMS)
|
Stamp Fulfillment Services
|
St Louis ASC Satellite Office
|
September 30, 2024
|
NA
|
Program Cost Tracking System invoices (PCTS)
|
PCTS Systems Administrator
|
St Louis ASC Satellite Office
|
September 30, 2024
|
NA
|
UTIL — Energy Initiatives
|
Energy United \u2044 NISC
|
St Louis ASC Satellite Office
|
September 30, 2024
|
NA
|
Solution for Enterprise Asset Management invoices (SEAM)
|
Topeka MDC
|
St Louis ASC Satellite Office
|
September 30, 2024
|
N/A
|
iSupplier invoices and contracting officer (CO)/Contracting Officer Representative (COR) Invoice approvals and receipt of goods and services
|
All offices
|
St Louis ASC Satellite Office
|
September 30, 2024
|
NA
|
Capital and expense receiving report
|
All offices
|
St Louis ASC Satellite Office
|
October 1, 2024
|
NA
|
Certified Invoices — supplies and services, bulk fuel and oil purchases, motor vehicle parts, non-metered heating fuel and Basic Pricing Agreement (BPA) cover sheets.
|
All offices
|
St Louis ASC Satellite Office
|
October 1, 2024
|
NA
|
U.S. Bank Visa accrual
|
U.S. Bank
|
St Louis ASC Satellite Office
|
October 1, 2024
|
NA
|
Relocation Management Firm (RMF) accruals
|
Accounting, (HQ)
|
Relocation
|
October 1, 2024
|
NA
|
Commercial Bank Reconciliations
|
JP Morgan Chase and Citibank
|
Eagan ASC
|
October 11, 2024
|
Address questions concerning these instructions to the appropriate Accounting Services Center locations or Finance office indicated in the table above.
— Corporate Accounting, VP, Controller, 8-22-24
