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Purpose:
To provide information regarding year-end procedures for FY 2008.
Expiration Date:
September 30, 2008
Background:
Fiscal Year 2008 year-end is rapidly approaching. In order to meet our deadlines, please comply
with the following Pacific Islands Area (PIA) procedures and deadlines.
Travel
For any travel commencing prior to October 1st that has not been APPROVED in GovTrip by September
12th, an estimate of costs must be submitted by the appropriate PIA Leadership Team Member NLT
September 12th to Cherry Sriben, Budget Officer, Financial Management (FNM). Please use the first
worksheet (Travel tab) on the attached spreadsheet identifying the employee’s name, duty station,
dates of travel, place of travel, and estimated cost of travel. For these items, please continue
through the usual GovTrip process to facilitate your travel.
PCMS Charge
PCMS cardholders shall cease making any purchases after August 22nd. All cardholders
need to reconcile their accounts as soon as possible. It is imperative that all PCMS transactions be
reconciled through the end of the fiscal year. For items charged but not reconciled in PCMS, please
complete the second worksheet (PCMS tab) on the attached spreadsheet and submit it to his/her
immediate supervisor.
The appropriate PIA Leadership Team Member must ensure that this spreadsheet is completed and submitted
to FNM NLT September 12th.
Non-PCMS Procurement Activity
For any unpaid invoices received from vendors that do not accept the PCMS credit card, please
expedite by certifying on the invoice that goods or services were received and forward to FNM
for processing. These invoices may include items such as janitorial services, utility bills,
etc. For any invoices not yet received from a vendor, or not yet sent to FNM for processing
please complete the third worksheet (Non-PCMS tab) on the attached spreadsheet. This
information must be submitted to the appropriate PIA Leadership Team Member who in turn must
submit to FNM NLT September 12th.
Your cooperation to ensure year-end closing procedures are followed is appreciated.
Contact:
If you have any questions, contact Cherry Sriben, Budget Officer, at 808-541-2600 ext. 151 or via e-mail at cherry.sriben@hi.usda.gov.
/s/
LAWRENCE T. YAMAMOTO
Director
Pacific Islands Area
Attachment:
FY08 Year End Spreadsheets (XLS; 22
KB)
Distribution: AE
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