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Personnel Pay Conference

Personnel Pay Conference. Ann M. McDonald Funds Accountability and Control Branch Head (PERS-522). Transactional Accounting. Permanent Change of Station (PCS) and Temporary Duty Under Instruction (TEMDUINS) orders were bulk funded until FY11.

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Personnel Pay Conference

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  1. Personnel Pay Conference Ann M. McDonald Funds Accountability and Control Branch Head (PERS-522)

  2. Transactional Accounting • Permanent Change of Station (PCS) and Temporary Duty Under Instruction (TEMDUINS) orders were bulk funded until FY11. • Transactional accounting for went into effect beginning 1 October 2010 • Transactional accounting has brought payment issues to the forefront.

  3. Background • Transactional accounting has brought many new challenges to our TEMDUINS obligation and expenditure reconciliation processes. As part of our “way ahead” in process improvement, the following actions have taken place as part of this process: • A Lean Six Sigma/Continuous Process Improvement project team was commissioned • Over 7,440 FY12 documents and 15,872 FY11 documents have been individually reviewed . Of these documents, over 2,900 ($5.7M) in FY11 and 600 ($.1M) have required submission of paperwork to DFAS to realign funds to correct documents. • In FY12, there is approximately 1,400 documents ($5M) which appear to have outstanding advances.

  4. Processing Issues Identified • The following are some of the issues related to PSD processing discovered during the reconciliation process: • creation of a line of accounting when one is not on the orders • using the order number for the SDN • typographical errors • paying all perdiem against one SDN/fiscal year instead of splitting between appropriate fiscal years

  5. Processing Issues (con’t) • advances recouped to one SDN/fiscal year instead of the SDN/fiscal year in which the advance was given • advances being recouped to the wrong appropriation • advances not being recouped • members not filing claims • paying per diem when none is authorized

  6. Generating an LOA This causes the document to post to our Unmatched Disbursements (UMD) list, requiring manual research and submission of a 1081 to DFAS for correction to post the payment to the proper fiscal year.

  7. Used order number for SDN The correct SDN was on the orders and PSD actually used the last 6 of the SDN in the PAA field but still used the order number for the document number. This SDN would hit the UMD and require research and manual intervention to post correctly to the finance system.

  8. Basic Typographical Errors These all require research to find the correct SDN for posting the payments.

  9. Different document numbers The $1706.40 payment hit the UMD because the document number was bad. The correct SDN for TEMDUINS was N00022111TOE03NW which corresponds with the MPN SDN.

  10. MPN SDN with the OMN LOA The causes the an “auto-correct” in STARS and posts the payment to the MPN document. These transactions have to be located and a 1081 has to be submitted to realign funds to the correct document.

  11. Wrong TEMDUINS LOA and MPN SDN The SDN was on the orders and PSD used it in the PAA field but used a FY10 OMN LOA and the order number to create an SDN. Additionally they used the “TO” document number for the MPN line of accounting instead of the “CS” document number This posted to the UMD and with research the correction was made to properly post the payment.

  12. Effect on Resources • BUPERS/NPC hold the resources for the TEMDUINS account. If claims are not processed correctly: • buying power is lost • the ability to forecast true requirements is impeded • expenditures posted to the wrong appropriation could result in a potential Anti-deficiency Act violation • manhours spent researching erroneous documents impacts ability to do normal business operations • audibility is in question

  13. Way Ahead • Increased communication as we work through the process of transactional accounting and this conference is a great start. Additional ideas include: • NPPSO could provide a POC at each PSD for BUPERS to work with for resolving issues • possible standdown training on the differences between MPN and OMN lines of accounting • changes to WINIATS, such as system connectivity, to minimize manual input

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