Module 3 Competency 2: Finance Flashcards
Principal Agency responsible for DoD Finance
DFAS
Legally establishing benefits to any person, business, or government unit meeting eligibility requirements: such as Travel Pay, MILPAY, CIVPAY, and Contract/Vendor Pay
Entitling
Travel Order, Contracts, and Purchase requests, and training orders are required in which cycle of the Entitlement Process
Authorization
Prior to making/payment, what should you verify on the acceptable “Authorizing” documents
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
Authority for DoD to make payments
Must be complete and accurate data
Use only forms approved by Comptroller General
Disbursement Voucher
What Key Supporting Documentation must a disbursement voucher be supported by
1) Copy of Contract
2) Proper Invoice
3) Proof of Receipt
4) Acceptance Documentation
What are the five elements of a voucher for a valid transaction
1) Voucher Heading and Date
2) Accounting Classification to be charged
3) Amount to be disbursement
4) Method of Disbursement
5) Payee
How are disbursement voucher numbers assigned
Consecutively starting at the beginning of the FY
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
P.L. 104-106 (NDAA) of 1996
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
Departmental Accountable Officers
Requires Certifying Officers within the department
31 USC 3325
Who is Pecuniary liable for erroneous payments
Certifying Officer
Which document is Accountable Officers and Certifying Officers appointments documented on
DD Form 577
Who is responsible for disbursing money
Disbursing Officer
Who examines if vouchers are in proper form
Disbursing Officer
Who is not eligible for appointment and may not appoint Certifying Officer
Disbursing Officer
Military members pay is calculated on ____
30-Day Month
Certifying MILPAY entitlements requires and understanding of ________
FMR Volume 7A
Who provides DFAS with direction, authority, and control
Under Secretary of Defense (Comptroller)
DFAS is designated by who
Secretary of Defense
Who is the principal responsible for finance and accounting in DoD
Director of DFAS
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
Special Pay
How many days of leave do Military personnel receive per year
30 Days
Upon separation or retirement, how many days of unused leave accumulated through their careers can Military members sellback
60 Days
What are the 4 types of allowances Military members are entitled to above their scheduled pay
1) Subsistence
2) Quarters
3) Clothing or Uniforms
4) Personal Allowances
What allowance do Military members receive for uniforms
$400
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
365 Days
A reservist with no dependence who is ordered to train annual training and assigned government quarters is assigned to
Basic Allowance for Housing (BAH)
Certifying CIVPAY entitlements is found in which FMR Volume
FMR Volume 8
Certification of Time and Attendance for Civilian employees are the responsibility of who
Their Superiors
Civilian employees records are based on which records
Time and Attendance
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
Maintain and report accurate attendance
What are the 6 different types of leave for Civilian employees
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
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
Family and Medical Leave
Leave without pay can be
Authorized or unauthorized
What type of leave for civilian employees is sick leave to provide care for family
Family Friendly Leave
What type of pay is absence from duty without loss of pay
Excused Absence
Which FMR volume and chapter cover excused leave for civilian employees
FMR Volume 8 Ch. 5
What leave is the voluntary transfer of leave and voluntary leave programs
Federal Employees Leave Sharing Amendment Act
Which FMR volume and chapter has more information on Federal Employees Leave Sharing Amendment Act
FMR Volume 8 Ch. 5
Civilian employees cannot transfer leave to whom
Immediate Supervisors
How many days of leave can you receive for a bone marrow transplant
7 Days
How many days of leave can you receive for organ donation
30 Days
What are the 4 different phases of Civilian Pay that require separation of duties
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
How long should Civilian Pay records be retained for
56 years
How are Civilian pay taxes determined
Tax Schedules and information provided in employees W-4
Incentive awards and buy-out programs are withheld based on what
Rate computed by W-4 information or flat rate payment published by the IRS (28%)
When is the only time Special Pay is honored for civilian employees who were underpaid
When employee received less than 90% of their biweekly pay allowance
Who is responsible for developing and issuing travel regulations in the JTR/JTFR
GSA
What is the first requirement for any travel
Travel itinerary must be prepared and a travel order must be approved
What is the form number for a travel order
DD Form 1610
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
“Variations Authorized”
If a travel order contains the statement “Variations Authorized” what can the traveler do
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.
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
True
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
Permissive/Administrative Travel Time
Non-apportioned employees do regular or invitation travel orders
Regular
When must a travel submit a claim for payment
Upon completion of travel or every 30-days for extended travel
What form is used for travel settlement
Claim Form Travel Voucher
What is the form # for a Claim Form Travel Voucher
DD Form 1351-2
Questionable travel claims are referred by the DoD component funding the travel to whom
DFAS
If the questionable travel claim amount is greater than $100, who does it get referred to
Per Diem, Travel, and Transportation Allowance Committee (PDTATAC)
Who provides final resolution on a travel claim
DoD Office of General Counsel
Who initially questions a travel claim
Certifying Officer
Who resolves travel claim issues for civilians and are the final say
GSA Board of Contract Appeals
All costs associated with Civilian Permanent Duty Travel (PDT) are normally charged to what
Appropriation of the gaining activity
What are the two exceptions to the rule that the gaining activity will pay for travel
1) Between Agencies or DoD Components
2) Within the same DoD Component
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?
Between Agencies or DoD Components
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
Within the same DoD Component
True or False:
When going overseas or back the CONUS location will pay
False
Which FMR Volume discuss payments to vendors
DoD FMR Volume 10
True or False:
A contractor can request payment for work or service before providing it?
True
When can advance payments to contractors be made
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
A payment package is required before or after making a payment?
Before
What are the 4 items in a payment package to a vendor?
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
What are the 3 special conditions to payment to vendor
1) Fast Pay
2) Pay and Confirm
3) Constructive Acceptance
Which special condition of a payment to vendor occurs when a contractor is authorized to certify that the goods have been delivered
Fast Pay
Which special condition of a payment to vendor occurs when an invoice is paid but the Certifying Officer has not received signed receiving report
Pay and Confirm
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
Constructive Acceptance
When is Constructive Acceptance considered to take place
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
What requires executive departments to pay obligations within certain time periods and pay interest if late
Prompt Pay Act
Prompt Pay Act is found is which U.S. Code
31 USC 3901
In calculating Net Payment Due Date how many days to the date goods or services were received are added to determine Constructive Acceptance date
7 days
What is the first step in calculating the Net Payment Due Date
Add 7 days to the date the goods/services are received
If goods and services are received 6/1, what is the Constructive Acceptance Date
6/8
What is the Second step in calculating the Net Payment Due Date
Take the earlier of the Constructive acceptance date or actual acceptance date
If the constructive acceptance date is 6/8 and the actual acceptance date is 6/6 which date do you choose
6/6
What is the Third step in calculating the Net Payment Due Date
Compare the date from step 2 and the date the invoice was received and choose the later date
If the date from step 2 is 6/6 and the invoice received date is 6/3, which date do you choose
6/6
What is the Forth and final step step in calculating the Net Payment Due Date
Add 30 days to whichever date chosen from step 3
If the date in step 3 is 6/6, what is the net payment due date
7/6
Who determines the interest rate for interest on late payments
The Secretary of the Treasury
How often is the interest rate on late payments updated
Every 6 months
Where is the interest rate for late payments be published
Federal Register and Treasury’s Website
When must agencies report to DFAS their performance of achieving their interest payment goals
Annually, by November 15th
What report is required by OMB annually and includes the number, dollar value, frequency, and cause of all late payments
Prompt Payment Act Accounting Report
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
US Code, Title 10
Who delegates the authority in US, Code Title 10 to DoD Disbursing Officers
Secretary of Defense
Disbursing Officers are fiscal agents of whom
U.S. Treasury
Who has the responsibility for performing and/or overseeing all disbursing functions in DoD
DFAS
Who authorizes the establishment of a DoD Disbursing Office
Director of DFAS HQ
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
Tactical Disbursing Office
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
Disbursing Station Symbol Number (DSSN)
What are the 3 methods to of disbursing funds
1) Electronic Funds Transfer (EFT)
2) Check
3) Cash
How are disbursements to Federal Agencies made
Treasury’s Intergovernmental Payment and Collection System (IPAC)
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
$50 Million; 3 business
Which chapter of the FMR provides guidance on large disbursements
Chapter 5
The normal practice in DoD is that _____ sends a _____ report to the FMS provide data about the planned disbursements for the next _____
USD(C); monthly; month
What act mandates the DoD to increase the use of electronic commerce throughout the department
Paper Eliminations Act
What refers to a range of financial functions conducted via electronic communications and data processing to transfer info between one or more parties
Electronic Commerce (EC)
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.
Electronic Funds Transfer (EFT)
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
Electronic Funds Transfer (EFT)
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
Vendor Express
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
Lockbox
What are the three types of collections
1) Receipts
2) Reimbursements
3) Refunds
What are the 2 requirements for collections received by a Disbursing Officer
1) Scheduled on the appropriate collection voucher form
2) Verified and recorded in the accounting records
What collection method is creditable to the Treasury Department Miscellaneous Receipt accounts or other accounts or funds as authorized by legislation.
Receipts
What collection method are amounts earned and collected for property sold or serviced furnished for the public or to another U.S. Government Agency
Reimbursements
What collection method is recoupments (collections) of excess payments. It may be a true collection and be collected into the Disbursing Office accountability
Refunds
What form is used to document collections
DD Form 1131
Refunds and Reimbursements are shown as _____ amounts on DD Form ______
Positive; 1131
Intragovernmental payments are made using what
Intragovernmental Payment and Collection System (IPAC)
What are the 3 components of the Intragovernmental Payment and Collection System (IPAC)
1) Basic IPAC
2) Retirement and Insurance Transfer System (RITS)
3) Electronic Data Interchange Payment and Collection (EDIPAC)
Which component of IPAC handles payments between agencies
Basic IPAC
Which component of IPAC handles agency retirement and insurance payments to the OPM
Retirement and Insurance Transfer System (RITS)
Which component of IPAC handles payments between agencies using EDI technology
Electronic Data Interchange Payment and Collection (EDIPAC)
Former military members who owe monies to the DoD shall be sent what
One letter that explains how much is owed and why
If actions to collect monies from individuals are unsuccessful the matter should be reported to whom
DFAS Indianapolis Center
Federal agencies send debts that they have been unable to collect but are still viable to the whom
the IRS
Which regulation discusses collections of debts referred to the IRS
USC Title 31 - Money and Finance Chapter 37, Claims, Section 3720A
Which regulation authorizes the IRS to collect past-due debts to federal agencies
USC Title 26, Section 6402
It is DoD policy that only how many letters are sent to collect amount due from a contractor
One letter
Second and third letters are sent how many days intervals after the date of the initial demand letter
30-days
Who is responsible for making payments under a contract and to receive payments for amounts due to the government
Disbursing Officer (DO)
Who is responsible for determining the amounts and collecting contract debts whenever overpayments or erroneous payments have been made
Disbursing Officer (DO)
The _____ act requires valid and legally enforceable debts delinquent ____ days be referred to ______
Debt Collection Improvement Act of 1996; 180; Department of Treasury
Debt amounts are under _____ dollars may be written off after exhausting all reasonable collection efforts
$600
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
$600; DoD Debt Management Office; 60 Days
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
Improper Payments Elimination Act; 2012; 112-428
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
Separate Container such as a safe to secure funds
As stated in _________ Disbursing Officer must perform inspection ________ and retain records of inspection to ensure that office safety measures are in place
DoD FMR Volume 5, Chapter 3; Semi-Annually
Access to _________ must be controlled to prevent unauthorized access
Financial Systems
Who should promptly evaluate and determine proper actions in response to known deficiencies, reported audit and other findings, and related recommendations
Managers
Check is undeliverable if it passes how many days
60 days
If check is not delivered within 60 days of issue, the undelivered will be ________ in accordance with DoD ________
disposed; FMR Volume 5 Ch. 8
_________ credits the proceeds to the originally charged when the check was issued
SF 1098
A check that has become spoiled and non-negotiable should be returned to whom
The Disbursing Officer
Who has the authority to reissue a spoiled check
Disbursing Officer
What regulation requires the government to receive a claim within six years from the time a claim accrues, other than for entitlements
The Barring Act (31 USC 3702)
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
Daily Statement of Accountability, DD 2657
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
Statement of Accountability, SF 1219; 10
In reporting of accounts what must be prepared daily to summarize the transactions by voucher #
Voucher Control Log, DD Form 2659
In reporting of accounts what must be prepared to deposit all currency, coins, and negotiable instruments to the credit of the U.S. Treasury
Deposit Ticket, SF 215
OTC net stands for what
Over the Counter Channel Application
A system that allows users to capture and process checks and/or deposits is known as what
OTC Net
OTCNet is a combo of two legacy systems known as what
TGANet and PCC OTC
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
Daily Agent Accountability Summary, DD Form 2665
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
Form 1081 (Statement of Agent Officer’s Account
