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FMSD Disbursing Agent Training. United States Army Financial Management Command (USAFMCOM) Operational Support Team. Updated 2 April 2014. agenda. Action, Condition, Standard Module 1 – Transfer of Accountability (TOA) Module 2 – DDS Transactions Advance A Cashier

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fmsd disbursing agent training
FMSD Disbursing Agent Training

United States Army Financial Management Command

(USAFMCOM)

Operational Support Team

Updated 2 April 2014

agenda
agenda
    • Action, Condition, Standard
  • Module 1 – Transfer of Accountability (TOA)
  • Module 2 – DDS Transactions
    • Advance A Cashier
    • Update Warm/Hot List from ECC AKO page
    • Add a Line of Accounting
    • Upload an APC file
    • Edit a Default Line of Accounting
    • Voucher Series Setup
    • Clear A Non-Sufficient Funds Check
    • Cash Received from Bank
agenda1
agenda
  • Module 3 – Limited Depositary Account (LDA)
    • Add an LDA
    • Add Funds to an LDA
    • Cash Withdraw from an LDA
    • Post a Payment to an LDA
    • Post Interest/Service Charges to an LDA
    • Reconcile an LDA
  • Module 4 – Close Business Day
    • Approve a Batch in OTCnet
    • Acknowledge a Batch in OTCnet (Offline)
    • Confirm Cashier’s 1081
    • Create Deposit Ticket for Sales
    • Retrieve OTCnet Deposit Ticket for checks
agenda2
agenda
  • Download Voucher Report in CIR
  • Create Deposit Ticket in DDS for Checks
  • Create Debit Voucher for Loads
  • Print Voucher Control Log
  • Create DA 1081/Finalize DA 2665
  • Create MILPAY Interface File
  • Create/Retrieve RFT
  • Create an Export
  • Close of Day Sequence/Checklist
agenda3
agenda
  • Module 5 – Create an FMST Site
  • Module 6 – System Access Request
  • Module 7 – OTCnet System Administration
  • Module 8 – Physical Security/ECC Forms
  • Module 9 – Contact Information
action conditions standard
ACTION: Perform Disbursing Agent operations utilizing the functional financial systems within disbursing.

CONDITION: You have a requirement to perform disbursing operations with a computer loaded with the Deployable Disbursing System (DDS) software, EagleCash (EC) software, and Over The Counter Channel Application (OTCnet) software. The user will have access to the DoDFMR Volume 5, DDS Manual, EC Manual, OTCnet Manual, local standard operating procedures, standard office supplies, and equipment.

STANDARD: The students will have successfully conducted Disbursing Agent functions within DDS, EC, and OTCnet, and receive a GO on the following actions:

1. Properly open daily business.

2. Set-up user IDs and Profiles in DDS, EC/SVC

3. Properly advance/clear agent funds.

4. Properly close daily business in DDS, EC/SVC, and OTCnet.

5. Properly complete end of day reports.

ACTION, CONDITIONS, STANDARD
steps to take during a toa
STEPS TO TAKE DURING A TOA
  • Verify funds with subagents
  • Verify batch list for checks on hand that have not been deposited
  • Verify loss of funds (DDS Balance vs. DD2667) and supporting documentation
  • Verify Non Sufficient Funds (NSF) checks and supporting documentation
  • Both DA’s verify funds
  • Create new DA and vault code
  • Conduct vault-to-vault transfer
  • New DA confirms vault transfer
  • DA closes DD Form 2665
  • DA does a “blank” RFT to the DDO

8

steps to take during a toa1
STEPS TO TAKE DURING A TOA
  • Ensure a good left seat/right seat ride is conducted.
  • Vault combinations, access codes, keys and access rosters MUST be changed the same day the vault to vault is conducted.
  • Inactivate all outgoing unit’s users in DDS
  • Ensure all passwords/User IDs are granted prior to outgoing unit’s departure (OTCnet, DDS, Corps2 Server, ITS.gov, FRB email).
  • Update and sign DA Form 3161 for FRB equipment and forward to USAFMCOM/ FRB.
  • Obtain all current SOP’s, Policy Letters, and Internal Control Inspection Checklists.

9

changing the business day
CHANGING THE BUSINESS DAY
  • After a business day is closed, DDS will prompt the DA to set the current business day after logging in the next time.
  • Ensure both the calendar date and current business date are the same.
  • If a DA needs to open another day for the same business date, use the drop down to select the appropriate letter.
exchange rate setup
EXCHANGE RATE SETUP

Enter the day’s FC exchange rates here and they will appear in the grid below

Note: click print button to generate “exchange rate sheet” (see next slide)

This is the 3 or 5 day rate obtained from ITS.gov (FTF operations)

The downloaded rate file form ITS.gov can now be uploaded

Accommodation rate is used to calculate FC amounts on accountability reports, vouchers or outgoing exchange transactions.

Prevailing (a.k.a reconversion) rate is used to calculate FC purchases (e.g., when a cashier receives foreign currency in exchange for US currency).

Official rate is used to calculate the U.S. dollar value of Limited Depositary Accounts (LDAs) and checks written from LDAs.

Average rate is used when the disbursing office uses the same exchange rate for all foreign currency transactions.

Rate utilized for foreign currency ITS.gov payments. Usually not the same rate as any of the previous rates.

Daily rates must be input and saved for all Currency codes (if applicable)

11

vault info
VAULT INFO
  • Vault Info or Vault Ledger – Allows users with “Maintains Vault” or “System Admin” privileges to view the denominational breakdown of U.S. and Foreign Currency (FC) in the vault.
  • After selecting vault code, click print to print the complete vault ledger, US, FC, LD, etc.
agent info
AGENT INFO
  • Agent Info – Lists all agents with funds
  • outstanding and their balances as of the last
  • DD Form 1081.
add users to dds disbursing agent
ADD USERS TO DDS - DISBURSING AGENT
  • Disbursing Agent User

16

add users to dds cashier
ADD USERS TO DDS - CASHIER
  • Cashier User
  • Must pay special attention to the interface user IDs for OTCnet and EC.

18

vault to vault v2v transfer
VAULT-TO-VAULT(V2V) TRANSFER

(1 of 4)

  • Once the DA user is created in DDS there are 3 additional steps to complete the V2V.
  • 1. Establish a new vault (inactive).
  • 2. Print vault ledger, then transfer (V2V) funds to new user. The new user will verify amount against the DD Form 1081.
  • 3. The new user will accept funds via vault to vault in DDS.
  • Select the User Id created for the new DA
  • The “Vault Code” will be new DA initials (first/last name).
  • Check the “Inactive Vault” box. Only one vault can be active at a time at a remote site.
  • Enter a description of the new DAs vault.
  • Select save.
vault to vault v2v transfer1
VAULT-TO-VAULT(V2V) TRANSFER

(2 of 4)

After vault setup, outgoing DA will transfer funds to new DA.

  • Select receiving user ID, Issuer vault code, and “Full” for type of advance.
  • All funds and documents outstanding under outgoing DA will transfer over to new DA.
  • Select save.
  • A window with the V2V 1081 will appear. DA will print form.
vault to vault v2v transfer2
VAULT-TO-VAULT(V2V) TRANSFER

(3 of 4)

  • The old and new DA will verify the funds in the vault against the ledger and the V2V 1081.
  • Once vault has been verified, the new DA will log in and accept the funds.
  • The vault will automatically switch from the out-going to the incoming DA (switch the activation between DAs)
  • The new DA will select the correct vault code under the “Receiver Vlt Code” and then “confirm.”
vault to vault v2v transfer3
VAULT-TO-VAULT(V2V) TRANSFER

(4 of 4)

  • The new DA will denominate the funds received according to the bills on-hand (on ledger or V2V 1081).
office setup
OFFICE SETUP
  • The DA must change the office name once their unit has taken over, or the location of the Finance Office changes.
change disbursing officer
CHANGE DISBURSING OFFICER
  • When the FMSU Disbursing Officer goes through a Transfer of Accountability the DA will have to update their database with the new information.
  • DO NOT MAKE THIS CHANGE UNLESS INSTRUCTED TO DO SO BY THE DDO
remote file transfer rft blank
REMOTE FILE TRANSFER (RFT) – “BLANK”

1 of 3

  • Once “New” is selected, a window will appear with two tabs.
  • DDS defaults to the “Create Data Disk for Transfer.”
  • Select the appropriate “Site Id” that DDS should be transferring to.
  • Select “OK” to generate the RFT file.
remote file transfer rft blank1
REMOTE FILE TRANSFER (RFT) – “BLANK”

(2 of 3)

  • Once generated, the remarks window will state that the file has been created, and the “Transfer to storage” button will become enabled.
  • Select the “Transfer to storage” button, and place in the folder where the RFT files will be maintained.
remote file transfer rft blank2
REMOTE FILE TRANSFER (RFT) – “BLANK”

(3 of 3)

Take note of the RFT number as this will be needed later

advance a cashier
ADVANCE A CASHIER

(1 of 4)

Ensure agent has been created in DDS.

Select the cashier to be advanced.

advance a cashier1
ADVANCE A CASHIER

(2 of 4)

Once the user ID has been selected, their name and advance will automatically populate.

  • Select the currency to advance, (block 2 – US/ block 3 – FC).
  • Once selected, another window will appear.
  • Click the vault icon to denominate from the DA’s vault.
advance a cashier2
ADVANCE A CASHIER

(3 of 4)

  • The DA will denominate the

currency advanced.

  • Once denomination is complete,

select “ok.”

  • Once selected, a window will appear stating the amount pulled from the DAs vault.
  • Select “ok.”
advance a cashier3
ADVANCE A CASHIER

(4 of 4)

  • Advance amount will now populate the DD Form 1081.
  • Click block 12 to update the total accountability for the cashier.
  • Print 2 copies of the 1081, DA and Cashier sign both and each keep a copy.
add a line of accounting
ADD A LINE OF ACCOUNTING

**If the DA receives an LOA that is not in DDS the LOA must verified with the RM that issued the LOA that it is a valid LOA, if valid, the DA must add it.

  • Select the “add” record button.
  • Once selected, a blank line will appear. The DA will need to complete the LOA with a min. of “FY”, “APC”, and “FSN.”
  • If the DA has more information, then it should be added at that time.
  • Once all of the information has been entered, the DA will select the “save” key.
upload an apc file
UPLOAD AN APC FILE

(1 of 2)

  • Once the APC file has been received from DFAS-Rome, the new APCs will have to be uploaded into DDS.
  • The new APCs should be received at the beginning of the FY.
  • Click upload
  • Click cancel when the warning about the purge pops up.
  • Select your DPI code for your site.

35

upload an apc file1
UPLOAD AN APC FILE

(2 of 2)

  • Select “begin upload.”
  • A window will appear stating to update the Stock Fund assignments, select “ok.”
  • Once complete, the “done” key will become enabled.
  • Select “done” and the APC window will refresh with the new list of APCs.
  • Click “OK” to update stock funds
  • Once the APC window appears, select the folder where the file is stored.
  • Select the file, and open.
  • Select “yes” to overwrite the old records.
edit a default loa
EDIT A DEFAULT LOA
  • Each Component of each branch, enlisted and officer have their own LOA for military payments.
  • These need to be updated at the beginning of each FY
  • DA will select the “edit” key and change the FY.
  • Click “save” after each line is updated.
voucher series setup
VOUCHER SERIES SETUP
  • The DA will reset their voucher numbers at the beginning of each FY once confirmation has been received from the DDO.
  • The “Reset Series” button will clear out the vouchers for a specific set.
  • The “Reset All” button will clear all the vouchers in the system. (BE CAREFUL)
non sufficient funds nsf check
NON-SUFFICIENTFUNDS (NSF) CHECK

Clear NSF Check Advanced From The DDO To DA (1 of 3)

STEP 3

STEP 1

STEP 2

STEP 2a

non sufficient funds nsf check1
NON-SUFFICIENTFUNDS (NSF) CHECK

Clear NSF Check Advanced From The DDO To DA (2 of 3)

Ensure the “receipt requested” box is checked. This receipt is important in case the NSF is later collected from their pay.

non sufficient funds nsf check2
NON-SUFFICIENTFUNDS (NSF) CHECK

Clear NSF Check Advanced From The DDO To DA (3 of 3)

cash received from bank
CASH RECEIVED FROM BANK

(1 of 2)

Cash Received from Bank– Allows users to

process cash received from bank into the

accountability based on a previously prepared

check, EFT or cash (exchange for a different

currency) (AAFES/Postal Change).

Amount/denominations you are giving out i.e. AAFES requests 100 $1 bills

cash received from bank1
CASH RECEIVED FROM BANK

(2 of 2)

Amount/denominations you are receiving i.e. AAFES requests 100 $1 bills and gives you 1 $100 bill.

steps to take when clearing a cashier
STEPS TO TAKE WHEN CLEARING A CASHIER
  • Have the supervisor/certifier review all paperwork to ensure that it is filled out correctly
  • Verify cashier’s OTCnet batch list against their DD 2664, CCV’s and trial DD 2665, once verified have the supervisor approve/upload the cashier’s batch
  • Ensure cashier returns all checks to the DA on the DD 1081
  • Verify the load report and sales receipts match the DD 2664 and trial DD 2665
  • Verify the DD 117 and DD 1351-6 for all local pays to ensure amounts match the DD 1081 and DD 2665
  • Count the cashier’s money and verify that the amount on hand or turned in matches the DD 1081 and DD 2665
  • Ensure the cashier places their TR file for all ECC transactions in the shared folder
  • IF ANY AMOUNT DIFFERS DO NOT ACCEPT THE CASHIER’S DD 1081 OR CLOSE THEIR DD 2665!

62

otcnet approve a batch
OTCnet APPROVE A BATCH

CCS (Disbursing Agent or Certifier Use Only) (1 of 4)

63

otcnet approve a batch1
OTCnet APPROVE A BATCH

CCS (Disbursing Agent or Certifier Use Only) (2 of 4)

From the View Checks page, click the Item ID of each scanned check to verify details

64

otcnet approve a batch2
OTCnet APPROVE A BATCH

CCS (Disbursing Agent or Certifier Use Only) (3 of 4)

65

otcnet approve a batch3
OTCnet APPROVE A BATCH

CCS (Disbursing Agent or Certifier Use Only) (4 of 4)

  • Confirm that the batch list has been printed.
  • The batch list will serve as negotiable instruments until cleared with a Deposit Ticket from OTCnet.

66

otcnet upload a batch offline
OTCnet UPLOAD A BATCH OFFLINE

CCS (Disbursing Agent or Certifier Use Only) (1 of 2)

Uploading a batch can only occur when a batch is in “Approved” status.

otcnet upload a batch offline1
OTCnet UPLOADA BATCH OFFLINE

CCS (Disbursing Agent or Certifier Use Only) (2 of 2)

As this process communicates with the OTCnet server, the Offline application will prompt the CCS to enter his/her Online password

otcnet acknowledge a batch offline
OTCnet ACKNOWLEDGE A BATCH OFFLINE

CCS (Disbursing Agent or Certifier Use Only) (1 of 2)

otcnet acknowledge a batch offline1
OTCnet ACKNOWLEDGE A BATCH OFFLINE

CCS (Disbursing Agent or Certifier Use Only) (2 of 2)

As this process communicates with the OTCnet server, the Offline application will prompt the CCS to enter his/her Online password

The Acknowledge Batch Confirmation page appears with the batch details of which batches successfully / failed to upload. Click “Return Home”

confirm cashier s dd 1081
CONFIRM CASHIER’S DD 1081

(1 of 3)

STEP 2

STEP 1

confirm cashier s dd 10811
CONFIRM CASHIER’S DD 1081

(2 of 3)

STEP 3a

STEP 3b

STEP 3c

STEP 3d

STEP 3e

confirm cashier s dd 10812
CONFIRM CASHIER’S DD 1081

(3 of 3)

  • Verify that all negotiable instruments for the day are showing against the batch list.
  • Click on “OK.”

STEP 4

finalize cashier s dd 2665
finalize CASHIER’S dd 2665
  • The cashier should NEVER finalize.
  • The DA should always finalize for the cashier (just before the DA finalizes their DD 2665).
  • The DA will always choose “Ignore.”
  • The DA will print and replace the cashier’s trial DD Form 2665.
creating the sf 215 deposit ticket for sales
CREATING THE SF 215 DEPOSIT TICKET FOR SALES
  • Deposit will be processed once all cashiers have closed for the day.
  • Deposit ticket number comes from your excel spreadsheet

Always print and then generate to XML in DDS** The .XML will be submitted to FRBB**

retrieve the otcnet deposit ticket
RETRIEVE THE OTCnet DEPOSIT TICKET

SF 215 (1 of 2)

The CCS must have MVD Viewer or Reports Viewer in order to access the “Reports” tab in OTCnet.

76

retrieve the otcnet deposit ticket1
RETRIEVE THE OTCnet DEPOSIT TICKET

SF 215 (2 of 2)

Deposit Tickets in OTCnet are only accessible for 45 days.

77

collection information repository cir
The Collection Information Repository (CIR) is an FMS-wide transaction broker, data warehouse, and reporting solution that provides Trading Partners and the Financial Management Service (FMS) with a single touch point to exchange all financial transaction information across all collection systems.COLLECTION INFORMATION REPOSITORY (CIR)
  • Transactions reported by financial institutions and FRB’s are available in CIR within 1 or 2 days after reporting by the depositary
  • Use of CIR as a tool for reconciliation is mandatory for all disbursing offices within the Department of Defense
  • CIR will report all Debit Vouchers and Deposit Tickets for all OTCnet (NSF checks and transmitted batches) and ECC transactions (Loads and Sales)
login to cir
LOGIN TO CIR

https://www.trs.fms.treas.gov

dowload a voucher report in cir
DOWLOAD A VOUCHER REPORT IN CIR

(1 of 7)

Select Reports

dowload a voucher report in cir1
DOWLOAD A VOUCHER REPORT IN CIR

(2 of 7)

Select Document List

Click Public Folders

dowload a voucher report in cir2
DOWLOAD A VOUCHER REPORT IN CIR

(3 of 7)

Double-click Agency Reports

Click the forward arrow to go to page 2

dowload a voucher report in cir3
DOWLOAD A VOUCHER REPORT IN CIR

(4 of 7)

Double-click Voucher Report

Window will default to “Previous Business Day” Click Refresh Values to change, you can then select the timeframe to search.

Use arrow buttons to add and remove

dowload a voucher report in cir4
DOWLOAD A VOUCHER REPORT IN CIR

(5 of 7)

  • Select “One or More ALC’s…” Only your ALC (DSSN preceded by 0000) should be available
  • Highlight your ALC then click the arrow to move it to the next box.
  • Follow the same steps as above for “Select an ALC Group…” and ensure “Individual ALCs shows”
  • Click Run Query
dowload a voucher report in cir5
DOWLOAD A VOUCHER REPORT IN CIR

(6 of 7)

  • Click on the debit voucher or deposit ticket you want to review
dowload a voucher report in cir6
DOWLOAD A VOUCHER REPORT IN CIR

(7 of 7)

Debit Voucher or Deposit Ticket Number

Date of Deposit

Transaction type: Debit Voucher or Deposit Ticket

FRB Reporting Transaction

Agency Location Code (ALC)

Transaction Amount “red” denotes a negative amount

creating the deposit ticket for checks
CREATING THE DEPOSIT TICKET FOR CHECKS
  • A deposit ticket for checks will ONLY be done after a deposit ticket for that batch is posted in OTCnet and CIR.
  • Use the deposit ticket number and date from the deposit ticket posted in OTCnet.

Select “attach checks” and select the

appropriate checks for that deposit ticket

creating the sf 5515 debit voucher for loads
CREATING THE SF 5515 DEBIT VOUCHER FOR LOADS
  • Debit voucher will be created once all cashiers have closed for the day.
  • Debit voucher number comes from your excel spreadsheet

**Always print and then generate to XML in DDS** The .XML will be submitted to FRBB**

voucher control log dd 2659
VOUCHER CONTROL LOG (DD 2659)

The Voucher Control Log is used to list ALL vouchers in voucher number order for the entire site ID. FMST users must print their own DD Form 2659.

da s return dd 1081
DA’S RETURN DD 1081
  • All agent’s outstanding 1081’s must be confirmed before the DA can create their 1081.
  • The DA must count their vault and balance against the DDS vault ledger.
  • The DA should NEVER return all of their US or FC unless the site is being closed down for good.
finalize the dd 26651
FINALIZE THE DD 2665
  • The DA must finalize all agent’s 2665’s prior to finalizing theirs.
  • It should only be finalized after completing the DD Form 1081.
  • If it is finalized prior to, the DA will not be able to forward the day’s business to the DDO without first opening a new business day.
create the milpay interface file
CREATE THE MILPAY INTERFACE FILE

This process can only be performed by the DA after the business date is closed, but before opening the next business date, otherwise the “Milpay Interface” tab will be disabled.

Input Source code and Cycle number come from Pay Support.

For FMST missions, the cashier must create the file once the business day has been closed.

remote file transfer rft
REMOTE FILE TRANSFER (RFT)

(1 of 2)

  • DDS defaults to the “Create Data Disk for Transfer.”
  • Select the appropriate “Site Id” that DDS should be transferring to.
  • Select “OK” to generate the RFT file.
  • Select “Yes” to transfer to another site.
remote file transfer rft1
REMOTE FILE TRANSFER (RFT)

(2 of 2)

  • Once generated, the remarks window will state that the file has been created, and the “Transfer to storage” button will become enabled.
  • Select the “Transfer to storage” button, and place in the folder where the RFT files will be maintained.
  • Message will appear if no 1081 was done
retrieve an rft
RETRIEVE AN RFT

(1 of 2)

  • Click the “Retrieve Data From Disk” tab.
  • Click “Transfer in File” to bring the file in.
  • Select the location of the RFT.
retrieve an rft1
RETRIEVE AN RFT

(2 of 2)

  • Once the file has been brought in, select “Ok” to upload the file into DDS.
  • Once uploaded, the DA will be able to accept the DD Form 1081. **The RFT may have only admin data, and no DD Form 1081.**
create an export
CREATE AN EXPORT

(1 of 2)

  • The password is “TEST01” and all other information should already be prefilled.
create a export
CREATE A EXPORT

(2 of 2)

  • Browse to the location you would like to save the export.
  • An export should be done at least DAILY
close of day sequence from da to ddo example
CLOSE OF DAY SEQUENCE FROM DA TO DDO - EXAMPLE

(1 of 2)

  • DD Form 1081 (with RFT # in upper right hand corner)
  • DD Form 2665
  • Deposit Ticket for OTCnet
    • DDS Deposit Ticket
    • DDS Check Listing
    • OTCnet Deposit Ticket
    • Batch-List
  • Deposit Ticket for EagleCash
    • DDS Deposit Ticket
    • DDS Sales Listing
    • Sales Reports
close of day sequence from da to ddo example1
CLOSE OF DAY SEQUENCE FROM DA TO DDO - EXAMPLE

(2 of 2)

  • Debit Voucher for EagleCash
    • DDS Debit Voucher
    • DDS Load Listing
    • Load Reports
  • DD Form 2659 (Collections)
    • All DD Forms 1131’s in voucher number order
  • DD Form 2659 (Disbursements)
    • All Disbursements in voucher number order
    • DD Form 117 with DD Forms 1351-6
    • DD Forms 1034
  • OF 1017-G (if any on hand)
end of day checklist example
END OF DAY CHECKLIST - EXAMPLE

(1 of 2)

  • Ensure Batch-Lists have been verified, uploaded and acknowledged for each cashier.
  • Clear cashier’s daily business. Ensure all documents are signed, and all dollar amounts are accurate. Confirm DD Form 1081 and finalize DD Form 2665.
  • Ensure all TR files have been created and posted to EC-AKO (cashier and kiosk).
  • Ensure Deposit Ticket from OTCnet has been printed and processed within DDS.
  • Ensure deposit ticket for ECC sales was created in DDS and the next available number from the FRBB deposit ticket log was utilized.
  • Ensure debit voucher for ECC loads was created in DDS and the next available number from the FRBB debit voucher log was utilized.
  • Process Military Payment Interface file and forward to Military Pay on a TL along with copies of the DD Forms 117 with supporting DD Form 1351-6.
end of day checklist example1
END OF DAY CHECKLIST - EXAMPLE

(2 of 2)

  • Print DD Form 2659.
  • Print vault ledger and verify funds currently on hand.
  • Create, save and print DD Form 1081 to turn-in DA daily business to the DDO.
  • Finalize and print DD Form 2665.
  • Create a Remote File Transfer (RFT).
  • Conduct a DDS back-up daily.
  • Put daily business in order according to the DDO. Ensure all documents are complete and signed. Write RFT # in upper right corner on DD Form 1081.
  • Scan daily business and forward to DDO clearing cell.
  • Turn in original documents weekly or as directed by the DDO.
create an fmst site create new site
CREATE AN FMST SITE – CREATE NEW SITE

(1 of 12)

Ensure to uninstall and reinstall DDS on the FMST laptop

create an fmst site add users to new site
CREATE AN FMST SITE – ADD USERS TO NEW SITE

(2 of 12)

Example of admin

Example of a certifier

Example of a cashier

create an fmst site voucher series setup
CREATE AN FMST SITE – VOUCHER SERIES SETUP

(3 of 12)

The DA must identify how many vouchers of each “Voucher Series” that will be given to the FMST site.

create an fmst site create export file
CREATE AN FMST SITE – CREATE EXPORT FILE

(4 of 12)

The DA must be completely out of DDS in order to create an EXPDAT file.

create an fmst site create export file1
CREATE AN FMST SITE – CREATE Export FILE

(5 of 12)

The DA must select the main site. Do not select the site that has not been created yet.

Use the DA’s user code and password

create an fmst site load export file on fmst
CREATE AN FMST SITE – LOAD EXPORT FILE ON FMST

(8 of 12)

The DA will take the file created, “EXPDAT.DDZ” and place it on the desktop of the FMST computer.

create an fmst site load export file on fmst1
CREATE AN FMST SITE – LOAD EXPORT FILE ON FMST

(9 of 12)

User Code is “DDS”

Password is “??????”

create an fmst site load export file on fmst2
CREATE AN FMST SITE – LOAD EXPORT FILE ON FMST

(10 of 12)

The DA must choose option 2, “office set-up,” then select edit, and save. This will open a business day.

create an fmst site load export file on fmst3
CREATE AN FMST SITE – LOAD EXPORT FILE ON FMST

(11 of 12)

  • If a window appears stating that the business day must be opened first, then the user did not select edit and save.
  • A window will appear to open the business day. Once entered, the user will enter the current exchange rate.
create an fmst site load export file on fmst4
CREATE AN FMST SITE – LOAD EXPORT FILE ON FMST

(12 of 12)

  • Click the “data load” button
  • Click “DD2665 Report.” button
  • This will finalize the FMST site’s daily business and require the user to open a new business day.
otcnet
OTCnet

DD Form 2875 Access Request Form

  • Form must be submitted through the deployed FMSU (DDO/DO) to the FMSC (LSA).
  • The FMSC (LSA) will create the user in ITIM.
  • The FMSC (LSA) will forward access to Soldier.
  • Most common access requests:
    • CCA – Check Capture Administrator (unit IMO/TASO).
    • CCO – Check Capture Operator (Cashier).
    • CCS – Check Capture Supervisor (DA/DM). Should have additional roles of MVD Viewer.
dds helpdesk corp2 access request
DDS HELPDESK CORP2 ACCESS REQUEST

DD Form 2875 Access Request Form

Disbursing Office needs access in order to pull DDS updates, and post back-ups for audit.

eaglecash poc request form
EAGLECASH POC REQUEST FORM

SVC-417 EagleCash AKO Access Request Form (1 of 2)

Latest forms can be found on the Eaglecash AKO homepage

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eaglecash poc request form1
EAGLECASH POC REQUEST FORM

SVC-417 EagleCash AKO Access Request Form (2 of 2)

121

system administration otcnet
SYSTEM ADMINISTRATION – OTCnet

Check Capture Administrator (CCA)

User MUST be created prior to accessing OTCnet.

system administration otcnet1
SYSTEM ADMINISTRATION – OTCnet

Initial Setup (1 of 8)

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system administration otcnet2
SYSTEM ADMINISTRATION – OTCnet

Initial Setup (2 of 8)

125

system administration otcnet3
SYSTEM ADMINISTRATION – OTCnet

Initial Setup (3 of 8)

126

system administration otcnet4
SYSTEM ADMINISTRATION – OTCnet

Initial Setup (4 of 8)

127

system administration otcnet5
SYSTEM ADMINISTRATION – OTCnet

Initial Setup (5 of 8)

128

system administration otcnet6
SYSTEM ADMINISTRATION – OTCnet

Initial Setup (6 of 8)

  • Terminal IDs are pre-assigned by the OTCnet fiscal agent. Contact the OTC Support Center to obtain the terminal ID (DSN: 510-428-6824 (options 1, 2, 4)). Once the Terminal ID has been entered, it cannot be changed

129

system administration otcnet7
SYSTEM ADMINISTRATION – OTCnet

Initial Setup (7 of 8)

130

system administration otcnet8
SYSTEM ADMINISTRATION – OTCnet

Initial Setup (8 of 8)

131

security forms sf 700
SECURITY FORMS – SF 700
  • SF 700 should be placed inside the security container.
  • An additional copy of the form with either the combination or an extra key should be placed in an envelope and kept at the BN/BDE S-2 or Mayors cell for safekeeping. The envelope should be sealed, signed across the sealed opening, and clear tape placed over the signature to ensure that the envelope is not compromised.
  • A memo should be generated to maintain on hand that identifies where the extra set of keys/combination is located. The memo will be located out of view of the public.
security forms sf 701
SECURITY FORMS – SF 701
  • SF 701 should be placed on the inside of the secured area’s door.
  • The form should be initialed on the appropriate day’s block prior to leaving for the day.
security forms sf 702
SECURITY FORMS – SF 702
  • SF 702 should be placed on the outside side of the secured container’s door.
  • The form should be initialed each time the container is opened or closed.
eaglecash incident report form svc 414
EAGLECASH INCIDENTREPORT FORM – SVC 414

(1 of 2)

  • After completing section 1, the DA will submit the form to FRBB via EC-AKO. The form will be maintained at all times on the EC-AKO site.
  • The DA will annotate the IR on their internal log.
  • The DA will verify the next business day that the IR submitted has been posted to the FRBB IR log.

136

eaglecash incident report form svc 4141
EAGLECASH INCIDENTREPORT FORM – SVC 414

(2 of 2)

For cardholders without a US bank account, the FM unit will need to complete section III and resubmit the IR to FRB via EC-AKO.

  • After 4 business days, FRBB will perform a credit to the customer’s bank account on record (DD Form 2887).
  • The IR will be reflected on the tab “Resolved Incident Reports” which will indicate the balance credited to the customer’s account.

137

eaglecash incident report log ako
EAGLECASH INCIDENTREPORT LOG – AKO

The IR log is located on the EC-AKO site under “Incident Reports.”

eaglecash request forms svc form 411
EAGLECASH REQUEST FORMS - SVC FORM 411

(1 of 2)

Process for Supplies and replacement hardware.

139

eaglecash request form svc form 412
EAGLECASH REQUESTFORM – SVC FORM 412

Process for new hardware requests.

141

dds help desk information
DDSHELP DESK INFORMATION
  • DDS helpdesk mission is to support the deployed environment by providing assistance for DDS related issues.
  • If the DA encounters a problem the DDO should always be contacted first. If the DDO is unable to assist, they will direct the DA to call the DDS helpdesk.
  • Phone Number:
    • Commercial: (317) 212-1490
    • DSN: (318) 699-1490
    • Blackberry: (317) 209-6328
  • Email address: cin-ddshelpdesk@dfas.mil

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otcnet support center information
OTCnet Treasury Support Center:

Comm: 1-866-945-7920 Calling From DSN: (First Dial 809-463-3376)

DSN: 510-428-6824

OTCnet Mailbox: FMS.OTCChannel@citi.com

OTCnet Website: http://www.otcnet.fms.treas.gov

Policy and Hardware Requests

Mr. Russ Hacecky

russell.hacecky@dfas.mil

(317) 212-3640 (DSN: 699)

OTCnet SUPPORT CENTER INFORMATION

144

eaglecash help desk information
EAGLECASH HELP DESK INFORMATION
  • ECC Customer Service Center
    • Hours of Operation
      • 0100 – 1900 hours ET
      • Monday – Friday (excluding Federal Holidays)
    • DSN: (312) 955 – 3555
    • US Toll Free: 1 - 877 – 973 – 8982
    • Fax: (617) 973 – 3898
    • (for the latest SOP, Quick Reference Guides, Bulletins, and Newsletters, etc.)
    • https://www.us.army.mil/suite/page/387344
    • Point of Contact
      • Mr. Charles (Tony) Taylor
      • tony.taylor@dfas.mil
      • (317) 212-5378 (DSN: 699)

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usafmcom ost website information
USAFMCOM OSTWEBSITE INFORMATION

http://asafm.army.mil/offices/FO/OpSupport.aspx?OfficeCode=1500#mission