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CDFM > Module 3 Competency 2: Finance > Flashcards

Module 3 Competency 2: Finance Flashcards

1
Q

Principal Agency responsible for DoD Finance

A

DFAS

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2
Q

Legally establishing benefits to any person, business, or government unit meeting eligibility requirements: such as Travel Pay, MILPAY, CIVPAY, and Contract/Vendor Pay

A

Entitling

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3
Q

Travel Order, Contracts, and Purchase requests, and training orders are required in which cycle of the Entitlement Process

A

Authorization

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4
Q

Prior to making/payment, what should you verify on the acceptable “Authorizing” documents

A

1) Authorized by designated official 2) Contain evidence that performance has occurred 3) Contain actual or estimated computation of funds due 4) Properly Certified for payment

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5
Q

Authority for DoD to make payments
Must be complete and accurate data
Use only forms approved by Comptroller General

A

Disbursement Voucher

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6
Q

What Key Supporting Documentation must a disbursement voucher be supported by

A

1) Copy of Contract
2) Proper Invoice
3) Proof of Receipt
4) Acceptance Documentation

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7
Q

What are the five elements of a voucher for a valid transaction

A

1) Voucher Heading and Date
2) Accounting Classification to be charged
3) Amount to be disbursement
4) Method of Disbursement
5) Payee

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8
Q

How are disbursement voucher numbers assigned

A

Consecutively starting at the beginning of the FY

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9
Q

What Public law states:

1) Certifying Officers are responsible for any wrong payment or over-obligation of government funds resulting from their negligence
2) Internal Controls requires officers be independent and separate from Disbursing Officers, when Practical

A

P.L. 104-106 (NDAA) of 1996

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10
Q

Who are:

1) DoD Military and Civilian Members designated in writing
2) Provide Source data or service (such as receiving official, cardholder, or automated system admin to Certifying Officer or Disbursing Officer of Payment Process

A

Departmental Accountable Officers

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11
Q

Requires Certifying Officers within the department

A

31 USC 3325

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12
Q

Who is Pecuniary liable for erroneous payments

A

Certifying Officer

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13
Q

Which document is Accountable Officers and Certifying Officers appointments documented on

A

DD Form 577

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14
Q

Who is responsible for disbursing money

A

Disbursing Officer

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15
Q

Who examines if vouchers are in proper form

A

Disbursing Officer

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16
Q

Who is not eligible for appointment and may not appoint Certifying Officer

A

Disbursing Officer

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17
Q

Military members pay is calculated on ____

A

30-Day Month

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18
Q

Certifying MILPAY entitlements requires and understanding of ________

A

FMR Volume 7A

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19
Q

Who provides DFAS with direction, authority, and control

A

Under Secretary of Defense (Comptroller)

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20
Q

DFAS is designated by who

A

Secretary of Defense

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21
Q

Who is the principal responsible for finance and accounting in DoD

A

Director of DFAS

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22
Q

What is it called when Military personnel receive pay in special circumstances because of special position or duty, such as, Medical or Dental Officer and/or Hazardous Duty or Submarine Duty

A

Special Pay

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23
Q

How many days of leave do Military personnel receive per year

A

30 Days

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24
Q

Upon separation or retirement, how many days of unused leave accumulated through their careers can Military members sellback

A

60 Days

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25
Q

What are the 4 types of allowances Military members are entitled to above their scheduled pay

A

1) Subsistence
2) Quarters
3) Clothing or Uniforms
4) Personal Allowances

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26
Q

What allowance do Military members receive for uniforms

A

$400

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27
Q

If a military member dies on active duty, family members are entitle to remain in the the quarters or continue to receive quarters allowance for how many days after the death of the member

A

365 Days

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28
Q

A reservist with no dependence who is ordered to train annual training and assigned government quarters is assigned to

A

Basic Allowance for Housing (BAH)

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29
Q

Certifying CIVPAY entitlements is found in which FMR Volume

A

FMR Volume 8

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30
Q

Certification of Time and Attendance for Civilian employees are the responsibility of who

A

Their Superiors

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31
Q

Civilian employees records are based on which records

A

Time and Attendance

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32
Q

What is the responsibility of supervisors in regards to Civilian employees as more offices go to Alternative Work Schedules, Flexible Work Schedules, and Compressed Work Schedules

A

Maintain and report accurate attendance

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33
Q

What are the 6 different types of leave for Civilian employees

A

1) Family and Friendly Leave Act
2) Federal Employees Leave Sharing Amendments Act
3) Excused Absence
4) Bone Marrow or Organ Donor Leave
5) Leave without Pay
6) Family and Medical Leave Act

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34
Q

What type of leave for Civilian employees includes 12 weeks of job protected unpaid leave during any 12-month period for birth and care of the employee’s newborn child; adoption or foster care placement; care of an immediate family member (spouse, child, or parent) with serious health condition

A

Family and Medical Leave

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35
Q

Leave without pay can be

A

Authorized or unauthorized

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36
Q

What type of leave for civilian employees is sick leave to provide care for family

A

Family Friendly Leave

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37
Q

What type of pay is absence from duty without loss of pay

A

Excused Absence

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38
Q

Which FMR volume and chapter cover excused leave for civilian employees

A

FMR Volume 8 Ch. 5

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39
Q

What leave is the voluntary transfer of leave and voluntary leave programs

A

Federal Employees Leave Sharing Amendment Act

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40
Q

Which FMR volume and chapter has more information on Federal Employees Leave Sharing Amendment Act

A

FMR Volume 8 Ch. 5

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41
Q

Civilian employees cannot transfer leave to whom

A

Immediate Supervisors

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42
Q

How many days of leave can you receive for a bone marrow transplant

A

7 Days

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43
Q

How many days of leave can you receive for organ donation

A

30 Days

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44
Q

What are the 4 different phases of Civilian Pay that require separation of duties

A

1) Certifying Time and Attendance
2) Compiling the payroll and certifying the payments
3) Recording the payroll data in the pay accounts
4) Developing, testing, and maintaining supporting computer systems

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45
Q

How long should Civilian Pay records be retained for

A

56 years

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46
Q

How are Civilian pay taxes determined

A

Tax Schedules and information provided in employees W-4

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47
Q

Incentive awards and buy-out programs are withheld based on what

A

Rate computed by W-4 information or flat rate payment published by the IRS (28%)

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48
Q

When is the only time Special Pay is honored for civilian employees who were underpaid

A

When employee received less than 90% of their biweekly pay allowance

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49
Q

Who is responsible for developing and issuing travel regulations in the JTR/JTFR

A

GSA

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50
Q

What is the first requirement for any travel

A

Travel itinerary must be prepared and a travel order must be approved

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51
Q

What is the form number for a travel order

A

DD Form 1610

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52
Q

A traveler is permitted to deviate from the place(s) stated on travel order and change the days and the locations listed or even omit a location if the mission requires it. What must be stated on the travel order in order to do so

A

“Variations Authorized”

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53
Q

If a travel order contains the statement “Variations Authorized” what can the traveler do

A

Permitted to deviate from the place(s) stated on travel order and change the days and the locations listed or even omit a location if the mission requires it.

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54
Q

True or False:
A travel order can also authorize an administrative absence not chargeable to leave and for which per diem and transportation allowances are not paid

A

True

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55
Q

What is it called when a travel order authorizes an administrative absence not chargeable to leave and for which per diem and transportation allowances are not paid

A

Permissive/Administrative Travel Time

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56
Q

Non-apportioned employees do regular or invitation travel orders

A

Regular

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57
Q

When must a travel submit a claim for payment

A

Upon completion of travel or every 30-days for extended travel

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58
Q

What form is used for travel settlement

A

Claim Form Travel Voucher

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59
Q

What is the form # for a Claim Form Travel Voucher

A

DD Form 1351-2

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60
Q

Questionable travel claims are referred by the DoD component funding the travel to whom

A

DFAS

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61
Q

If the questionable travel claim amount is greater than $100, who does it get referred to

A

Per Diem, Travel, and Transportation Allowance Committee (PDTATAC)

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62
Q

Who provides final resolution on a travel claim

A

DoD Office of General Counsel

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63
Q

Who initially questions a travel claim

A

Certifying Officer

64
Q

Who resolves travel claim issues for civilians and are the final say

A

GSA Board of Contract Appeals

65
Q

All costs associated with Civilian Permanent Duty Travel (PDT) are normally charged to what

A

Appropriation of the gaining activity

66
Q

What are the two exceptions to the rule that the gaining activity will pay for travel

A

1) Between Agencies or DoD Components

2) Within the same DoD Component

67
Q

When does an exception take places for travel when a Reduction in Force (RIF)/transfer of functions or movement under the DoD Priority Placement Program?

A

Between Agencies or DoD Components

68
Q

When does an exception take places for travel when a Reduction in Force (RIF)/transfers, Base Realignment and Closure (BRAC) moves, from OCONUS to CONUS and from OCONUS to Hawaii

A

Within the same DoD Component

69
Q

True or False:

When going overseas or back the CONUS location will pay

A

False

70
Q

Which FMR Volume discuss payments to vendors

A

DoD FMR Volume 10

71
Q

True or False:

A contractor can request payment for work or service before providing it?

A

True

72
Q

When can advance payments to contractors be made

A

1) When the contractor gives adequate security
2) Providing the advance is in the public interest or facilitates national defense
3) Is limited to no more than the unpaid contract price

73
Q

A payment package is required before or after making a payment?

A

Before

74
Q

What are the 4 items in a payment package to a vendor?

A

1) Copy of Purchase order or contract or any contract modification
2) Proper Invoice from contractor
3) Receipt of the product or service
4) Acceptance of a product or service

75
Q

What are the 3 special conditions to payment to vendor

A

1) Fast Pay
2) Pay and Confirm
3) Constructive Acceptance

76
Q

Which special condition of a payment to vendor occurs when a contractor is authorized to certify that the goods have been delivered

A

Fast Pay

77
Q

Which special condition of a payment to vendor occurs when an invoice is paid but the Certifying Officer has not received signed receiving report

A

Pay and Confirm

78
Q

Which special condition of a payment to vendor occurs when payment must be made under the Prompt Pay Rule and acceptance documents have not been received in timely manner

A

Constructive Acceptance

79
Q

When is Constructive Acceptance considered to take place

A

NLT 7 calendar days after the delivery of goods or performance of services, unless there is a disagreement over quantity, quality, or contractor compliance with a contract requirement

80
Q

What requires executive departments to pay obligations within certain time periods and pay interest if late

A

Prompt Pay Act

81
Q

Prompt Pay Act is found is which U.S. Code

A

31 USC 3901

82
Q

In calculating Net Payment Due Date how many days to the date goods or services were received are added to determine Constructive Acceptance date

A

7 days

83
Q

What is the first step in calculating the Net Payment Due Date

A

Add 7 days to the date the goods/services are received

84
Q

If goods and services are received 6/1, what is the Constructive Acceptance Date

A

6/8

85
Q

What is the Second step in calculating the Net Payment Due Date

A

Take the earlier of the Constructive acceptance date or actual acceptance date

86
Q

If the constructive acceptance date is 6/8 and the actual acceptance date is 6/6 which date do you choose

A

6/6

87
Q

What is the Third step in calculating the Net Payment Due Date

A

Compare the date from step 2 and the date the invoice was received and choose the later date

88
Q

If the date from step 2 is 6/6 and the invoice received date is 6/3, which date do you choose

A

6/6

89
Q

What is the Forth and final step step in calculating the Net Payment Due Date

A

Add 30 days to whichever date chosen from step 3

90
Q

If the date in step 3 is 6/6, what is the net payment due date

A

7/6

91
Q

Who determines the interest rate for interest on late payments

A

The Secretary of the Treasury

92
Q

How often is the interest rate on late payments updated

A

Every 6 months

93
Q

Where is the interest rate for late payments be published

A

Federal Register and Treasury’s Website

94
Q

When must agencies report to DFAS their performance of achieving their interest payment goals

A

Annually, by November 15th

95
Q

What report is required by OMB annually and includes the number, dollar value, frequency, and cause of all late payments

A

Prompt Payment Act Accounting Report

96
Q

Which U.S. Code states that the DoD has the statutory authority to establish offices to perform disbursing function in conjunction with the Department of Treasury

A

US Code, Title 10

97
Q

Who delegates the authority in US, Code Title 10 to DoD Disbursing Officers

A

Secretary of Defense

98
Q

Disbursing Officers are fiscal agents of whom

A

U.S. Treasury

99
Q

Who has the responsibility for performing and/or overseeing all disbursing functions in DoD

A

DFAS

100
Q

Who authorizes the establishment of a DoD Disbursing Office

A

Director of DFAS HQ

101
Q

A tactical units (including a Navy ship) that is authorized to provide disbursing services under an assigned Disbursing Station Symbol Number (DSSN) and is subject to movement from one location to another is known as what

A

Tactical Disbursing Office

102
Q

An identification number that indicates the authority to receive and disburse public civilian funds and issue checks on the Treasury of the United States and also must appear on all documents and reports processed by that disbursing office is known as what

A

Disbursing Station Symbol Number (DSSN)

103
Q

What are the 3 methods to of disbursing funds

A

1) Electronic Funds Transfer (EFT)
2) Check
3) Cash

104
Q

How are disbursements to Federal Agencies made

A

Treasury’s Intergovernmental Payment and Collection System (IPAC)

105
Q

When making large disbursements, a transaction or multiple transaction amounts of _____ of common nature must report to the Treasury’s Financial Management Service (FMS) within ____ days

A

$50 Million; 3 business

106
Q

Which chapter of the FMR provides guidance on large disbursements

A

Chapter 5

107
Q

The normal practice in DoD is that _____ sends a _____ report to the FMS provide data about the planned disbursements for the next _____

A

USD(C); monthly; month

108
Q

What act mandates the DoD to increase the use of electronic commerce throughout the department

A

Paper Eliminations Act

109
Q

What refers to a range of financial functions conducted via electronic communications and data processing to transfer info between one or more parties

A

Electronic Commerce (EC)

110
Q

What is a transfer of funds other than a transaction originated by cash, check, or similar paper instrument that is initiated through an electronic terminal, telephone, computer, or magnetic tape for the purpose of ordering, instructing, or authorizing financial institutions or authorized payment agency to debit or credit an account.

A

Electronic Funds Transfer (EFT)

111
Q

It is required by law that the Federal Government payments in the U.S., Puerto Rico, and overseas locations, and afloat units (ships) be made by which payment method

A

Electronic Funds Transfer (EFT)

112
Q

What is the name of the exception to the EFT payment method that is an electronic funds transfer program used by vendors to receive payments due to them for goods or services rendered to the Government. Payment shall be via EFT instead of Treasury Check

A

Vendor Express

113
Q

What is a collection and processing service provided by a financial institution (typically a bank) that accelerates the flow of funds to the Treasury General Account (TGA) at the Federal Reserve Bank (FRB) New York

A

Lockbox

114
Q

What are the three types of collections

A

1) Receipts
2) Reimbursements
3) Refunds

115
Q

What are the 2 requirements for collections received by a Disbursing Officer

A

1) Scheduled on the appropriate collection voucher form

2) Verified and recorded in the accounting records

116
Q

What collection method is creditable to the Treasury Department Miscellaneous Receipt accounts or other accounts or funds as authorized by legislation.

A

Receipts

117
Q

What collection method are amounts earned and collected for property sold or serviced furnished for the public or to another U.S. Government Agency

A

Reimbursements

118
Q

What collection method is recoupments (collections) of excess payments. It may be a true collection and be collected into the Disbursing Office accountability

A

Refunds

119
Q

What form is used to document collections

A

DD Form 1131

120
Q

Refunds and Reimbursements are shown as _____ amounts on DD Form ______

A

Positive; 1131

121
Q

Intragovernmental payments are made using what

A

Intragovernmental Payment and Collection System (IPAC)

122
Q

What are the 3 components of the Intragovernmental Payment and Collection System (IPAC)

A

1) Basic IPAC
2) Retirement and Insurance Transfer System (RITS)
3) Electronic Data Interchange Payment and Collection (EDIPAC)

123
Q

Which component of IPAC handles payments between agencies

A

Basic IPAC

124
Q

Which component of IPAC handles agency retirement and insurance payments to the OPM

A

Retirement and Insurance Transfer System (RITS)

125
Q

Which component of IPAC handles payments between agencies using EDI technology

A

Electronic Data Interchange Payment and Collection (EDIPAC)

126
Q

Former military members who owe monies to the DoD shall be sent what

A

One letter that explains how much is owed and why

127
Q

If actions to collect monies from individuals are unsuccessful the matter should be reported to whom

A

DFAS Indianapolis Center

128
Q

Federal agencies send debts that they have been unable to collect but are still viable to the whom

A

the IRS

129
Q

Which regulation discusses collections of debts referred to the IRS

A

USC Title 31 - Money and Finance Chapter 37, Claims, Section 3720A

130
Q

Which regulation authorizes the IRS to collect past-due debts to federal agencies

A

USC Title 26, Section 6402

131
Q

It is DoD policy that only how many letters are sent to collect amount due from a contractor

A

One letter

132
Q

Second and third letters are sent how many days intervals after the date of the initial demand letter

A

30-days

133
Q

Who is responsible for making payments under a contract and to receive payments for amounts due to the government

A

Disbursing Officer (DO)

134
Q

Who is responsible for determining the amounts and collecting contract debts whenever overpayments or erroneous payments have been made

A

Disbursing Officer (DO)

135
Q

The _____ act requires valid and legally enforceable debts delinquent ____ days be referred to ______

A

Debt Collection Improvement Act of 1996; 180; Department of Treasury

136
Q

Debt amounts are under _____ dollars may be written off after exhausting all reasonable collection efforts

A

$600

137
Q

Valid and legally enforceable Debts greater ______ are referred to ________ no later than _____ after the payment due date when it has been determined that liquidation through remittance or offset is unlikely to occur

A

$600; DoD Debt Management Office; 60 Days

138
Q

The __________________ Act of _______ Public Law _______ requires federal agencies to review pre-award and pre-payment processes and verify the contractor is not on the “Do Not Pay List” (maintained by Treasury Department) prior to making payment

A

Improper Payments Elimination Act; 2012; 112-428

139
Q

The pecuniary liability that is associated with the funds mean that the Disbursing Officer (and any person assigned under the DO, who is entrusted the public funds must be provided what

A

Separate Container such as a safe to secure funds

140
Q

As stated in _________ Disbursing Officer must perform inspection ________ and retain records of inspection to ensure that office safety measures are in place

A

DoD FMR Volume 5, Chapter 3; Semi-Annually

141
Q

Access to _________ must be controlled to prevent unauthorized access

A

Financial Systems

142
Q

Who should promptly evaluate and determine proper actions in response to known deficiencies, reported audit and other findings, and related recommendations

A

Managers

143
Q

Check is undeliverable if it passes how many days

A

60 days

144
Q

If check is not delivered within 60 days of issue, the undelivered will be ________ in accordance with DoD ________

A

disposed; FMR Volume 5 Ch. 8

145
Q

_________ credits the proceeds to the originally charged when the check was issued

A

SF 1098

146
Q

A check that has become spoiled and non-negotiable should be returned to whom

A

The Disbursing Officer

147
Q

Who has the authority to reissue a spoiled check

A

Disbursing Officer

148
Q

What regulation requires the government to receive a claim within six years from the time a claim accrues, other than for entitlements

A

The Barring Act (31 USC 3702)

149
Q

In reporting of accounts what must be prepared for each day that business is transacted. It reports all types of transactions that affect balances for the day

A

Daily Statement of Accountability, DD 2657

150
Q

In reporting of accounts _______ be prepared monthly for each DSSN whether or not any transaction occurs. This report must balance with the DD Form 2657 and submitted to treasury NLT than _____ days following the end of the month

A

Statement of Accountability, SF 1219; 10

151
Q

In reporting of accounts what must be prepared daily to summarize the transactions by voucher #

A

Voucher Control Log, DD Form 2659

152
Q

In reporting of accounts what must be prepared to deposit all currency, coins, and negotiable instruments to the credit of the U.S. Treasury

A

Deposit Ticket, SF 215

153
Q

OTC net stands for what

A

Over the Counter Channel Application

154
Q

A system that allows users to capture and process checks and/or deposits is known as what

A

OTC Net

155
Q

OTCNet is a combo of two legacy systems known as what

A

TGANet and PCC OTC

156
Q

In reporting of accounts what is a daily accountability document to the disbursing office, for deputies, agents, and cashiers. It must be prepared daily and includes an actual count of all cash and negotiable instruments performed by the deputy, agent, and cashier who have custody

A

Daily Agent Accountability Summary, DD Form 2665

157
Q

All deputies, agents, and cashiers use the what form as a summary of cash transactions and a receipt for cash and vouchers on hand for submission at turn in or settlement with the DD Form 2665 to the disbursing office

A

Form 1081 (Statement of Agent Officer’s Account

CDFM (6 decks)

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