1f Flashcards
comprehensive data structure that supports requirements for budgeting, financial accounting, interoperability and external reporting needs for the DoD; common business language that standardizes financial reporting across the DoD
Standard Financial Information Structure (SFIS)
set of codes used to classify and record financial transactions
Accounting Flex Fields
department regular; identifies specific branches of DoD that funds belong to
Agency Code
tells us what type of funds are being used
Appropriation Symbol
identifies the fiscal year(s) in which the funds are available for obligation
Period of Availability (POA)
tells the user if funds are being used for reimbursable or direct citations
Reimbursable Flag Indicator
“who” - broken into three parts: DoD branch, OAC (MAJCOM using the funds), and OBAN (document #)
Operating Entity
“who” - identifies specific unit responsible for funds
Responsibility Center / Cost Center
“what” - identifies what we are purchasing
Object Classification / Sub Classification
“why” - comprised of three factors: Budget Activity, Activity Group, and Sub Activity Group
Budget Line Item
a description of a mission by the identification of the organizational entities/resources needed to perform the mission
Program Element Code (PEC)
four digit field that represents the fiscal year or period of availability
Fiscal Year
comprised of Accounting Disbursing Station Number (ADSN); used to identify station responsible for the official accounting and reporting of funds
Agency Activity Identifier
provides separate accounting and reporting for costs incurred during an emergency or in support of a special program
Emergency and Special Programs (ESP) Code
the process of recording transactions pertaining to the purchase of goods and services made by the Air Force
Disbursement Accounting
the process of recording transactions pertaining to the sale of goods and services from the Air Force to authorized customers
Reimbursement Accounting
4 Stages of Disbursement Accounting
commitment
undelivered orders outstanding (UOO)
accrued expenditures unpaid (AEU)
accrued expenditures paid (AEP)
4 Stages of Reimbursement Accounting
unfilled customer orders (UFCO)
unfilled customer orders collected (UFCOC)
filled customer orders (FCO)
collections (COL)
two types of reimbursement customers
IPAC - Intragovernmental Payment and Collections
Public/Advance Payment
this is also known as the “accounts payable” stage
Accrued Expenditures Unpaid (AEU)
an administrative reservation of funds
commitment
commitment document that is prepared/completed by the requesting organization asking to purchase goods/services, then forwarded to FMA for approval
purchase requisition
a legally binding agreement between government and individual/contractor/vendor
obligation
represents orders, contracts or agreements and constitutes a legal obligation
undelivered orders outstanding (UOO)
represents when goods/services are received per contract but payment has not been made
accrued expenditures unpaid (AEU)
represents when payment is made to the contractor/vendor by DFAS
accrued expenditures paid (AEP)
prepared at the base-level and sent to DFAS for actual disbursement of funds to the contractor/vendor
payment voucher
AF receives an order from a customer, but the customer has not yet received the goods or service they ordered
unfilled customer orders (UFCO)
AF has collected payment but has not provided goods/services
unfilled customer orders collected
prepared by the unit providing the goods/services; signed by a budget officer to be sent to the customer
advance payment letter
funds are moved to this stage when a billing event is processed by the base in the accounting system
filled customer orders (FCO)
DFAS receives billing event from the base to process collection; once the base gets a voucher from DFAS, funds are processed
collections (COL) - IPAC
Standard Form 1080 (SF1080) used to process payment
collections (COL) - public
what is a performing activity?
the base section that sends a bill to DFAS to process collection
one of the most important steps in processing source documents in FM
certification of funds
original record of a financial transaction
source document
who shares pecuniary liability for the amount certified?
the certifying officer and the comptroller
what is the role of the Certifying Officer?
- review the document
- check the accounting classification for accuracy
- verify funds available
- enter any other applicable info into the accounting system
- electronically certify correctness of statements, facts, accounts, and amounts appearing on a voucher or other document
what are the three items Certifying Officers must pay attention to during fund certification?
1 - review the document and accounting classification for completeness and accuracy
2 - determine if funds are available
3 - certify fund availability
what do Certifying Officers use to certify fund availability?
the Defense Enterprise Accounting Management System (DEAMS)
what type of report is used by Certifying Officers to determine if funds are available?
Status of Funds (SoF) report
in what scenario does the Certifying Officer have the option to change the accounting structure selected by the requesting organization?
if the accounting structure they select is incorrect
who selects the Certifying Officer?
comptroller
