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OUTLINE
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Each transaction created or posted to the Common Departmental Financial
System (CDFS) requires Section 34 and 33 approval (except receipts). This
is the responsibility of the PAO Quality Control (QC) Clerk. Transactions
that are not approved will NOT be updated to the CDFS information database
which is used for retrieving reports from CDFS. Each PAO Quality Control
Clerk will have an "approval basket" on their desk for documents
and control log sheets to be approved.
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EAA approval is necessary to produce payments in the General
Accounts Payment Office (GAPO). This function is performed after 34 and
33 approval by the PAO QC clerks and Liaison Officers on a daily basis.
Once 34 and 33 approval of a transaction is completed, CDFS will process
approved transactions overnight and produce an EAA listing which must be
retrieved from CDFS each morning. EAA must be done on a daily basis to
ensure payment is produced in a timely matter.
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With the inception of Assignment of Documents both
Section 34 and 33 require a "key" to perform this function
and it cannot be done by the same individual.
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Transactions created in CDFS with future payment due dates
will be produced in GAPO 4 days prior to due date to ensure payment is received
by actual date.
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PAO Clerk
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| DAILY:
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Each PAO clerk must ENSURE that once documents
are posted on CDFS, the documents are annotated with the CDFS ID number
and placed in the PAO QC clerk's approval basket. On a daily basis,
remittances and payments created on CDFS must be listed by CDFS ID
number on a control log sheet and passed to the PAO Quality Control
Clerk for approval. Where possible, the control log sheet should be
passed to the PAO Quality Control Clerk before 2 PM each day.
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PAO Quality Control Clerk
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PAO Quality Control Clerks must APPROVE all documents
and control log sheets received in their approval baskets from the
PAO clerks.
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ACCOUNTS PAYABLE TRANSACTIONS
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Payments created on the accounts payable screen must be approved
on a HIGH PRIORITY basis. Payments should be approved on the day they are
created to ensure timely payment by GAPO and to avoid the calculation of
interest by CDFS.
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PAYMENTS TO THIRD PARTIES
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PAO clerks will forward 583 and 740 assignment listings, with
CDFS ID numbers annotated on the listing for each payment. The PAO Quality
Control Clerk will proceed as follows:
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SECTION 34
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LOG ON to CDFS Accounts Payable screen.
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OPEN CDFS transactions by Accounts Payable ID.
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COMPARE listing to information on CDFS screen
for each transaction:
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amount;
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name and address of payee;
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CDFS ID #;
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stub information accuracy.
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APPROVE Section 34 either by approving each account
payable (AP) ID individually or Bulk approve.
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ASSIGN all payments to "Section 33"
and ENSURE EAA key is in the personnel computer (PC).
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RETURN documents to PAO clerk for filing.
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ON COMPLETION OF SECTION 34 APPROVAL section 33 approval will
be done before close of business day as follows for all accounts payable
regardless of supplier ID
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SECTION 33
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Method A
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LOG ON to CDFS Accounts Payable screen.
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OPEN CDFS transactions by Alt "A" (approval).
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CHOOSE bulk approval for section 33 (bulk payment).
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BULK APPROVE section 33 for all payments.
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Method B
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OPEN Assignment of documents screen.
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CHOOSE folder with documents to be approved (default
folder).
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MOVE any general journal voucher (GJV) documents
to another folder for approval later.
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CHOOSE "action folder" from menu, when
requested, slash the payments to be approved and ENTER.
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ENSURE EAA "key" is in PC.
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EAA
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After overnight processing, the person assigned to check the
Generic Utility Services (GUS) mailbox will GIVE the assigned EAA
clerk the output from overnight processing. EAA clerk will AUTHORIZE
all transactions before 10 AM.
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REMITTANCES
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PAO clerks will FORWARD control log sheets with CDFS
ID numbers identifying remittances and amounts of each remittance. The PAO
Quality Control Clerk will proceed as follows:
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SECTION 34
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LOG ON to CDFS Accounts Payable screen.
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OPEN CDFS transactions by supplier ID.
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CHOOSE bulk approval for section 34 (bulk spending).
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COMPARE control log sheets to info on CDFS screen
for each transaction.
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ASSIGN all payments to "Section 33"
and ENSURE EAA key is in PC.
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RETURN documents to PAO clerk for filing.
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ON COMPLETION OF SECTION 34 APPROVAL section 33 approval will
be done before close of business day as follows for all accounts payable
regardless of supplier ID.
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SECTION 33
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Method A
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LOG ON to CDFS Accounts Payable screen.
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OPEN CDFS transactions by ALT "A" (approval).
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CHOOSE bulk approval for section 33 (bulk payment).
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BULK APPROVE section 33 for all payments.
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Method B
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OPEN Assignment of documents screen.
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CHOOSE folder with documents to be approved (default
folder).
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MOVE any GJV documents to another folder for
approval later.
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CHOOSE "action folder" from menu, when
requested, slash the payments to be approved and ENTER.
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ENSURE EAA "key" is in PC.
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EAA
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After overnight processing, the person assigned to check the
GUS mailbox will GIVE assigned EAA clerk the output from overnight
processing. EAA clerk will AUTHORIZE all transactions before 10 AM.
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SOURCE 0051
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PAO clerks will FORWARD log sheets with CDFS ID numbers
and PAC 30 date and supplementary number of source 0051 created on CDFS.
The PAO Quality Control Clerk will proceed as follows:
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SECTION 34
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LOG ON to CDFS General Journal Voucher screen.
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OPEN CDFS transactions by GJV ID #.
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AUDIT the transaction to ensure accuracy;.
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APPROVE section 34.
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ASSIGN all payments to "Section 33"
and ENSURE EAA key is in PC.
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RETURN documents to PAO clerk for filing.
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SECTION 33
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OPEN Assignment of documents screen.
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CHOOSE folder with documents to be approved (default
folder).
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MOVE any GJV documents to another folder for
approval.
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CHOOSE "action folder" from menu, when
requested, slash the documents to be approved and ENTER.
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ENSURE EAA "key" is in PC.
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EAA
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After overnight processing, the person assigned to check the
GUS mailbox will GIVE assigned EAA clerk the output from overnight
processing. EAA clerk will AUTHORIZE all transactions before 10 AM.
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