Finance

Fiscal Year 2024 Closing Guidance: Message from the Vice President, Controller

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.

I. Instructions for FY 2024 Closing

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.

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, Requisitions, and Contract Actions

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.

 

Types of contracts or modifications

Issue Date

For requisitions received

Funds will be processed against

All contracts or modifications other than IT and telecom

Issued by September 30, 2024

On or before August 30, 2024

FY 2024 funds

Capital purchases

Issued by September 30, 2024

On or before September 6, 2024

FY 2024 funds

All contracts or modifications

Issued after September 30, 2024

On or after September 1, 2024 (Expense) September 6,

2024 (Capital)

FY 2025 funds

Transmit electronic files as follows:

Send electronic files for

To

Due Date

Contract Authoring and Management System (CAMS)

St. Louis ASC Satellite Office

September 30, 2024

Facilities capital commitments and expense payments

St. Louis ASC

September 30, 2024

IV. Payments and Accruals for Year-End Closing, FY 2024

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.

V. Forms and Other Required Submissions Schedule (Appendix)

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

* Do not place orders for DVD or eBuyPlus purchases from September 29 through September 30, 2024, except for critical needs.

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