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Y EAR E ND I NFORMATION. Mary Ann Bishop Deanna Herschell. Year End Key Dates.

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Mary Ann Bishop

Deanna Herschell

Year End Key Dates

8/25 - CAS AMO funds should be obligated—just as with the CMO funds, your RA should be working with you and the CAS team to ensure funds aren’t rolled up (Debbie Schmitt, Valda Jones, Joe Poist). (See http://expiringfunds/index.cfm )

9/3 – Procurement submits to RFO final status of ULOs on cancelling funds: De-ob, Pay Invoice, Future Liability (see http://ulo.gsfc.nasa.gov - Select Reports/Cancelling Funds)

9/17 – Expiring Reimbursable funds should be obligated or the PR de-committed by the RA. (See http://expiringfunds/index.cfm )

9/20 – September Cost Accruals due (this may require funding actions for 533 contracts, or documents costed thru the Cost Interface).

9/23 – Identification/Prioritization of Severable CAS Funded Contracts which require Funding on October 1 (should be identified through the CAS Tool website https://casfunds.gsfc.nasa.gov/index.cfm?

9/30 – Last day for all remaining obligations

Cancelling Funds

Unlike your own personal money, which has no expiration date, appropriated Government funds have expiration and cancellation dates.

Government funds typically fall into 4 appropriation categories:

CURRENT/EXPIRING: These funds are available for obligation activity (these funds have usually 1 or 2 year appropriations) and will expire at the end of their respective fiscal year (i.e., one year money expires at the end of the fiscal year they were appropriated in and two year money expires at the end of the second fiscal year after the year they were appropriated in). Funds in this status can be committed, obligated, costed, and used to pay invoices.

EXPIRED: These funds are no longer available for obligation activity. However, they can be used to post costs and pay existing invoices on the document they are obligated against. Once the funds have expired, if they are deobligated at any point, they cannot be re-committed or re-obligated.

CANCELLING: These funds are in the last year of their life cycle (for the majority of funds, this will usually be 7 years after the initial appropriation year). They can only be used to post costs and pay invoices against the document they are obligated against up until the point they become cancelled funds. Undisbursed, cancelling funds must be assessed for need. Once the funds cancel, the undisbursed funds DO NOT remain on an award document. In determining which action to take before the undisbursed funds cancel, the Contract Specialist must make an assessment as to which of the following scenarios apply to their contract:

Cancelling Funds – con’t

  • If it is determined that the funding is NOT needed to pay any pending or future invoices, a mod must be done to deobligate the cancelling funds,

  • If the funding IS needed to pay for an invoice and the payment can or will occur before the funds become cancelled at the end of the fiscal year, the Contract Specialist must work with the Resource Analyst and Accounting (NSSC) to ensure that an invoice is received, costs are posted to the appropriate funds, and the invoice gets paid prior to the end of the fiscal year,

  • If funding IS expected to be needed to pay for an invoice but the payment can’t or won’t be paid until after the funds become cancelled, the funds must be declared as a Future Liability for the Government. In order to do this, the Contract Specialist must work with the PSST and the Resource Analyst to ensure that costs are posted to the appropriate funds so that the PSST can take the required action(s) to get the funds removed from the contract.

  • CANCELLED: These funds are over 7 years old and cannot be utilized for any procurement or accounting actions at all (i.e., costs and invoices cannot be posted against these funds nor can invoices be paid from these funds). Simply put, this money is DEAD!

  • Please keep in mind, that it is the Contract Specialist’s responsibility to routinely review and assess unliquidated/undisbursed funds on their contracts. By addressing these funds BEFORE they become expired and cancelled helps the Government avoid losing these funds when their fund status changes.


6.5 Updates

Mostly technical issues were addressed. Interface processing on larger contracts should be more efficient just in time for end of year processing.

Allows for IE 8 Compatibility & FPDS 1.4 (PRISM still is not compatible with Windows 7)

A new warning dialog box will pop up when someone tries to make Global Ownership changes to another Center’s Documents


To help keep your PRISM PR In-box accurate & current, remember to assign awarded PR’s with versions to GSFCCOMPLETEDPR (these PR’s don’t fall out of the in-box). Assign the Base first then any Version, in numerical order.

The Agency has created multiple Milestone Plan status reports. These are available on the NAIS/Global Log-On EPDW Reports. EPDW reports are automatically available to anyone who creates a Global Log-On Account.

PR Milestone Plans

PR Milestone Plans

All base version PRs should have a Milestone Plan (MP) linked to them in PRISM. Do not create plans on PR Amendments.

You should verify that your Base PR has an associated MP with the correct MP Template (i.e., Competitive 10M - 50M; Non Comp 100K – 10M, etc.) before you process the PR.

Note:For PR’s that are clearly identified as Incremental Funding & Simplified Acquisitions, your plan will initially be created at the time it is accepted/released in PRISM. For all other types of PRs, the assigned Specialist will have to create the plan. If you don’t see a MP linked to your PR, or you notice the MP template selected is incorrect, it is the Contract Specialist’s responsibility to create or edit the MP as appropriate.

NEW Requirement FY11: After the obligation of the PR, the MP will need to be finalized by editing the plan to re-link the award milestone step to the appropriate Document Version (i.e., Base Award or Mod #). If the MP isn’t finalized, the award version link will increment every time another modification is awarded to the linked document, causing the Actual Procurement Acquisition Lead Time (PALT) to be incorrect on status reports..

Note Actual PALT Award Date says “NONE” even though the Actual Date is filled in. Select Edit to correct this.

Select Linked Version on Award Date milestone Step

Select correct Base or mod (version) number

Submit your changes

Note PALT is now calculated for 20 days from PR Receipt of 6/18 to Award of 7/08.

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