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DIVISION CHIEF Kim Rouse 804-765-2812

BUDGET EXECUTION DIVISION. DIVISION CHIEF Kim Rouse 804-765-2812. DeCA WEST DWCF FY07 FUNDING STATUS YTD APR (STRAIGHT LINE 58.3%). DeCA EASTERN REGION SURCHARGE FY07 OBLIGATION STATUS YTD APRIL. STORE FINANCIAL OPERATING STATEMENT (SFOS). DWCF Categories

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DIVISION CHIEF Kim Rouse 804-765-2812

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  1. BUDGET EXECUTION DIVISION DIVISION CHIEF Kim Rouse 804-765-2812

  2. DeCA WEST DWCF FY07 FUNDING STATUS YTD APR (STRAIGHT LINE 58.3%)

  3. DeCA EASTERN REGION SURCHARGE FY07 OBLIGATION STATUS YTD APRIL

  4. STORE FINANCIAL OPERATING STATEMENT (SFOS) DWCF Categories • US and LN Payroll, OT & Awards – End of Month (EOM) 760 Report • CA Categories – DD250 & estimate • G&A – estimates based on MIPR • Communications – estimate based on MIPR/MOD • Supplies (Includes POS-TR) – CARE Trans & HQ Envision File • Paper Bags – CARE Trans • Plastics Bags – HQ Envision File • Utilities – estimate based on MIPR/MOD • Linen – CARE transaction or estimate/MIPR • Transportation (OCONUS) – MOD • Printing – CARE/MIPR • Other – MOD/CARE All estimates are adjusted by accounting when actual bill is received POS-TR & plastic bags are purchased with one contract & distributed by store on the SFOS

  5. STORE FINANCIAL OPERATING STATEMENT (SFOS) Surcharge Categories • Equipment Maintenance– CARE & MIPR estimates • HVAC – HQ file monthly amounts of contract • RPMR Facility – CARE & MIPR Estimates • Lease Equip – CARE & MIPR estimates All estimates are adjusted by accounting when the actual bills are received

  6. UNIT COST • The SFOS unit cost is based on the current known expenditures that will occur for your store for the current FY • This unit cost is adjusted at mid-year if warranted or to cover any unexpected increases

  7. ZONE FY 2007 UNIT COST

  8. Full-Time/Part-Time Percentage Western Region 57% (PT Average) 43% (FT Average)

  9. ZONE 6 FY 2007 YTD APR UNIT COST

  10. ZONE 6-PAYROLL PAY PERIOD ENDING (PPE) MAY 26, 2007

  11. Full-Time/Part-Time Percentage Zone 6 59% (PT Average) 41% (FT Average)

  12. ZONE 8 FY 2007 YTD APR UNIT COST

  13. ZONE 8-PAYROLL PAY PERIOD ENDING (PPE) MAY 26, 2007

  14. Full-Time/Part-Time Percentage Zone 8 64% (PT Average) 36% (FT Average)

  15. ZONE 9 FY 2007 YTD APR UNIT COST

  16. ZONE 9-PAYROLL PAY PERIOD ENDING (PPE) MAY 26, 2007

  17. Full-Time/Part-Time Percentage Zone 9 63% (PT Average) 37% (FT Average)

  18. CENTRALLY MANAGED FUNDS Region Centrally Managed Funds Include: Training TDY Travel Transportation Communications – Cell Phones & Pagers (Above Store Personnel Only) Inventories Equipment Supplies (Above Store Only)

  19. ISA PROGRAM • HQ responsibility assumed 1 Oct 06 for East and West Regions • Review of ISA’s show 73% of agreements require renegotiation • Renegotiation Plan • Collaborate: • with store and zone to define requirements • with installation to determine cost and address DeCA unique requirements • Coordinate draft agreement with FPOs (Primary Focus -Refuse, Recycling Utilities, Facility Maintenance/Safety/Security) (EEO- Goal is informal counseling only with CONUS installations) • Challenge installations to provide detailed costs for our review/validation • Upon Completion • Copy of agreement can be found on: Public Folders/Store Library/ISSA/Store Name

  20. CARE ALLOCATION • New CARE labels/accounting codes established for miscellaneous services effective Feb. 2007 • All security system installation/repair/maintenance is chargeable to surcharge (equipment maintenance), not DWCF miscellaneous contracts • Charges within DWCF are being posted erroneously and causing the SFOS category to over-execute, charges will not be moved (i.e., supplies posted to FedEx, supplies posted to misc contracts, etc) • Charges misallocated between funds (surcharge and DWCF) are manually moved (extensive work to create documents and process transfers) • CARE charges reallocated must be posted to the correct care accounting code to ensure proper execution of funds

  21. DEFENSE TRAVEL SYSTEM INFORMATION • Can Obtain Itinerary and eticket Receipts with PNR using the ‘virtuallythere.com’ Website. • Receipt Fax Number changed to 1-888-815-4157. • Must use DTOD link for TDY/TAD Mileage in Authorizations. Can no Longer Key in the Mileage Box.

  22. BANK OF AMERICA GOVERNMENT TRAVEL CARD • Travel Card Delinquencies Reported Under President’s Management Agenda -Improve Financial Performance Initiative • Delinquency Rate Should Be 2% Or Lower Agency-wide • DeCA West: 5.12% (May 2007)

  23. BANK OF AMERICA GOVERNMENT TRAVEL CARD (MAY 2007) • Zone 6 - 0 Delinquencies @ 30 days • Zone 8 - 1 Delinquencies @ 30 days • Zone 9 – 1 Delinquency @ 30 days

  24. Budget Execution Division Point of Contacts- DeCA West

  25. CONCLUSION RMBS Staff is Willing and Ready To Help! Questions?

  26. FINANCIAL POLICY, SYSTEMS & SERVICES DIVISION Division Chief Cheryl Dancy 804-765-2903

  27. PAY PROCESSING • Sunday After End of Pay Period • All T&A MUST Be Completed and Certified • Missing Time and Attendance Reports • Sent Monday After End of Pay Period To Store Directors, Administrators, Managers & Secretaries • Time MUST Be Input Upon Receipt • Final Review Done on Tuesday and a Second Request is Sent • Time Not in By Noon Accepted As Is • Problems Posting T& A Should Be Addressed to the Customer Service Representatives (CSRs) Immediately • Pay Processed Tuesday Night After Pay Period Ends

  28. MONTH END LABOR PROCESSING • Post All T & A For The Month CSR Send Notifications To Post T & A For Month End • Accruals are Generated For All T & A Not Posted Accrual Base on Prior Pay Period Records • Impact of Accrued T&A: Labor Cost May Be Over or Under Executed Possible Increase In Prior Pay Period Adjustments

  29. COMP TIME AGING REPORT • Definition: Projection of compensatory time that will convert to overtime pay in the upcoming 5 pay periods. • Report Schedule - Bi-Weekly Generated after pay period ends • Recipients: Zone Managers, Store Directors, Administrators.

  30. LEAVE AVAILABILITY REPORT • Definition: Leave balances: annual, sick, comp time, travel comp time and home leave. • Report Schedule – Bi-Weekly Generated after pay period ends • Recipients: Zone Managers, Store Directors, Administrators

  31. DCPS PAYROLL Points of Contacts

  32. ADDITIONAL INFO

  33. DEFENSE TRAVEL SYSTEM INFORMATION • DTS was upgraded to Reservation Refresh 17-18 February. The only affect to Far East is the itinerary change. Charts are posted on public folders in Store Library, Travel, Reservation Refresh. • The travel cell has elected not to CTO connect the Far East at this time until Reservation Refresh is working well. The 2 airlines flying in Japan return zero for fares, and rail cannot be done using the reservation module. The travel cell will coordinate CTO connection with DTS PMO and select the CTO who provides the best service. Current plan is one CTO in Korea, one in Japan and one in Guam. Travel cell will come to the Far East to meet with the selected CTOs and to provide training to the two FN’s that do orders and vouchers for Mr. Graf and Mr. Walk. We may also come to Okinawa and provide a day of training using the training room.

  34. NOTHING should be charged to the line of accounting on the DTS orders in block 19. If someone asks for a copy of the orders please ask what they plan to use them for. Verification that traveler is on official orders is ok but do not let the installation charge anything to the orders. Travelers riding the Japanese Railway contact travel cell for a separate line of accounting. All others contact Kim for applicable line of accounting. Expenses on orders should be only those paid with cash, IBA or DeCA CBA (not the installation CBA). Any other expenses should be charged to a line of accounting outside DTS. • Noncardholders must charge airfare to DeCA CBA. It is a violation of the JTR to use personal funds to procure airfare. It is also mandatory per the JTR to use the government CTO. Using a commercial travel agent that does not have a contract with the government is a violation of the JTR. Dorothy Burbank in Okinawa has the DeCA CBA account number and will provide it to the CTO agent. We do not give travelers the CBA account number. • FMR requires the calculation formula for expenses claimed that were paid in foreign currency. Please include the receipt so your AO can ensure the conversion meets the DFAS requirements

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