Stale Balance2108 Guidance

1
Stale Balance/2108 Guidance

• March 20, 2007
• Barbara Harbell
• 301-903-3774
• Barbara.Harbell_at_hq.doe.gov

2
Stale Balance/2108 Guidance

• Review of FMS-2108
• Obligation Reconciliation 2108 Certification
  SOP
• Stale Balance Review
• 2108 Analysis Certification
• Questions/Comments

3
Columns of the FMS-2108

• Treasury Appropriation Fund Symbol (TAFS)
• Preclosing Unexpended Balance
• Increases Rescissions
• Balances Withdrawn/Canceled
• Postclosing Cash
• Other Authorizations
• Reimbursements Earned
• Unfilled Customer Orders
• Undelivered Orders
• Accounts Payable Other Liabilities
• Unobligated Balance

4
FMS-2108 Review

• Consists of ending balances
• Ties proprietary cash to the budgetary
  unobligated balance by TAFS
• Two Sections
• Fund Resources Columns 5 through 8
• Status of Resources
• Unpaid Obligations Columns 9 10
• Unobligated Balance Column 11

5
Basic 2108 Proofs

• Treasury preclosing unexpended balances (Column
  2) must tie to DOE cash balances and Other
  Authorizations (Columns 5 6)
• Fund Resources (Columns 5-8) must equal Status of
  Resources (Columns 9-11)
• Columns 5 6 7 8 9 10 11 0, (i.e.
  Columns 5 6 7 8 9 10 11)

6
Obligation Reconciliation 2108 Certification SOP

• New SOP in DRAFT
• For FY 2007
• Expanded to Cover
• GL to PO Module Reconciliation (monthly)
• Stale Balance Reviews (for June 30th September
  30th)
• 2108 Analysis Certification Requirements
  (quarterly for 2nd, 3rd, and 4th Quarters)
• Special FY 2007 Requirements for Phase 2 Review
  of UDOs

7
Stale Balance Reviews

• Review Stale Balances for
• Budgetary Reimbursements Earned
• Unfilled Customer Orders
• Undelivered Orders
• Budgetary Accounts Payable Liabilities
• Complete Reviews Close to June 30th September
  30th at a minimum
• MAR-07 Data Reviewed by June 30, 2007
• JUL-07 Data Reviewed by September 30, 2007

8
Stale Balance Reviews

• Budgetary Reimbursements Earned
• GL Inquiry Report
• No Activity for 12 months
• Unfilled Customer Orders
• GL Inquiry Report
• No Activity for 12 months

9
Stale Balance Reviews

• Undelivered Orders
• Discover Report
• Stale PO UDO Balances Report
• Based on PO Module dates
• Stale determination based upon Award Type
• Budgetary Accounts Payable Other Liabilities
• GL Inquiry Report
• No Activity for 12 months

10
2108 Analysis Certification

• Internal Controls Must be Maintained
• BEARS/FCDS reconciled to PO Module
• GL to PO Reconciliation Completed
• Edits Resolved
• IC trial balance reconciled to GL
• Abnormal Balances Reviewed (per SOP)

11
2108 Analysis

• Cash (Column 5)
• Explain negative balances
• Other Authorizations (Column 6)
• Reconcile to Treasury RT7 balances
• Done by EFASC Accounting Branch Bonneville
  Power Administration

12
2108 Analysis

• Reimbursements Earned, Unfilled Customer Orders,
  Undelivered Orders, Accounts Payable (Columns 7
  10)
• Run detailed report by WFO/CID and agree to 2108
  column total ( indicates random selection)
• Perform abnormal balance reviews (per SOP)
• Review stale balances

13
2108 Analysis

• Reimbursements Earned (Column 7)
• Reconcile randomly selected WFOs to receivable
  source documentation (use AR report/IC records)
• Verify budgetary proprietary (no BE 20 errors)
• Unfilled Customer Orders (Column 8)
• Reconcile randomly selected WFOs cumulative
  orders accepted to source documents (use STARS
  reports and DISCAS balances)

14
2108 Analysis

• Undelivered Orders (Column 9)
• In FY 2007, Phase 1 and Phase 2 UDO Reviews
  require a review of all UDOs
• (NOTE In future, reconcile randomly selected
  CID cumulative obligations to source
  documentation
• Review IC/Non-Integrated Major Operating
  Contractors undelivered orders balances once a
  year

15
2108 Analysis

• Accounts Payable (Column 10)
• Reconcile randomly selected CID non-automated
  accruals to source documentation
• Review automated accruals /or automated accrual
  adjustments made by VIAS users
• Verify budgetary proprietary (no BE 28, 29, or
  30 errors)
• Unobligated Balance (Column 11)
• Review and explain abnormal balances

16
Review TAFS to be Canceled at FY07 Year-End

• 8920240 (Fund 00948)
• 8920243 (Fund 01096)
• 891/20309 (Fund 01596)
• (Undelivered orders, accounts payable, other
  balances must be cleared by year-end)
• NOTE Canceled TAFS now on 2108

17
2108 Analysis

• Compare quarterly PY 2108 to CY 2108 and explain
  significant column changes
• Footnote TAFS level negative balances for Columns
  5, 7, 8, 9, 10, and 11

18
2108 Certification

• Field CFOs certify their 2108
• Certification statement
• Completed 2108 checklist
• Attachments
• Certification Due Dates
• 2nd Quarter April 30, 2007
• 3rd Quarter July 30, 2007
• 4th Quarter October 19, 2007

19
Questions/Comments

• Review of FMS-2108
• Obligation Reconciliation 2108 Certification
  SOP
• Stale Balance Review
• 2108 Analysis Certification
• Questions/Comments