Block 3

Front 1

What funding document provides funds for the Operation and Maintenance (O&M) of a base in support of mission requirements?

Back 1

Operating Budget Authority Document (OBAD)

Front 2

What does OBAD stand for?

Back 2

Operating Budget Authority Document

Front 3

What does O&M stand for?

Back 3

Operation and Maintenance

Front 4

What is the OBAD used to finance?

Back 4

day-to-day operations of a base

Front 5

What are examples of day-to-day operations?

Back 5

travel, services, supplies, and equipment

Front 6

The OBAD gives an installation the authority to incur _________ against an __________.

Back 6

obligations (expenses) O&M appropriation

Front 7

The OBAD is the allotment document bases receive from who?

Back 7

Major Command (MAJCOM)

Front 8

What is the funding and financial control document for the specific needs of a base?

Back 8

Budget Authorization/Allotment Document (BA/AD)

Front 9

What does BA/AD stand for?

Back 9

Budget Authorization/Allotment Document

Front 10

What is an example of a specific need of a base?

Back 10

military construction

Front 11

The BA/AD is the authority to obligate and expend other than ______ funds.

Back 11

O&M

Front 12

The BA/AD is also classified as an ______.

Back 12

allotment document

Front 13

Where do bases receive the BA/AD from?

Back 13

MAJCOM

Front 14

Funding allotted to each base is divided into how many distinct types of authority?

Back 14

2

Front 15

What are the two distinct types of authority?

Back 15

direct and reimbursement

Front 16

Where can the direct or reimbursement authorities be found?

Back 16

The funding document

Front 17

Which type of funding authority is used to directly execute the mission?

Back 17

Direct

Front 18

Direct authority gives an organization authority to _________.

Back 18

incur obligations and expenses in direct support of the unit's mission

Front 19

Which type of authority is funding that organizations receive when they have customers to support in executing the mission?

Back 19

reimbursement funding authority

Front 20

Reimbursement authority is an _______ of additional authority required for obligations incurred for customer support.

Back 20

estimate

Front 21

How often are funding documents issued?

Back 21

annually

Front 22

How often are funding documents updated?

Back 22

quarterly

Front 23

The quarterly amounts are _________

Back 23

cumulative

Front 24

The total amount is referred to as a ______.

Back 24

limitation

Front 25

Limitations are subject to the ___________ requirements of Title 31 of the United States Code (U.S.C.)

Back 25

fund control

Front 26

What does U.S.C stand for?

Back 26

United States Code

Front 27

Violations of these limitations _______ reported.

Back 27

must be

Front 28

The funding documents also contain strict instructions, called _______, which must be followed regarding the distribution and expenditure of the allotments.

Back 28

funding guidance

Front 29

When dealing with annual and quarterly funding the quarterly distributions should ________.

Back 29

never be more than the annual

Front 30

What can be the most challenging aspect in managing programs at base level?

Back 30

balancing the quarterly distributions with mission requirements

Front 31

When funding documents are received, what do they require?

Back 31

A thorough review

Front 32

What are the 5 types of guidance?

Back 32

general, specific, ceiling, floor, and fence

Front 33

What type of guidance is the same for all bases under that MAJCOM?

Back 33

General Guidance

Front 34

What type of guidance only pertains to the installation (base) that received the funding document?

Back 34

specific guidance

Front 35

What is a ceiling?

Back 35

A type of guidance that tells you the maximum amount of money that can be spent on a particular program

Front 36

What is Floor guidance?

Back 36

the minimum amount of money that can be spent on any particular program

Front 37

What is fence guidance?

Back 37

it will be used when MAJCOM issues money for specific programs. This money cannot be taken from one program and given to another at base level without approval from higher headquarters.

Front 38

What does RMS stand for?

Back 38

Resource Management System

Front 39

True or False: RMS refers to a single system?

Back 39

False

Front 40

The Resource Management System (RMS) provides a way to establish __________.

Back 40

priorities, choose policies, and act to get the desired results and required resources at an acceptable cost

Front 41

What are the Resource Management System (RMS) elements?

Back 41

execution plan, management accounting systems, participatory and committee management, resource management teams, and resource management training

Front 42

Who are the Key Players that contribute to the Resource Management System (RMS)?

Back 42

Cost Center Manager (CCM), Resource Advisor (RA), Responsibility Center Manager (RCM), and Financial Management Analysis (FMA)

Front 43

What does CCM stand for?

Back 43

Cost Center Manager

Front 44

What do Cost Center Manager's do?

Back 44

Regulate the daily use of work hours, supplies, equipment, and services to accomplish the mission

Front 45

Individuals appointed as CCM's have a working knowledge of what?

Back 45

Their flight requires to execute the mission.

Front 46

What does RA stand for?

Back 46

Resource Advisor

Front 47

Who is a resource advisor (RA) assigned to?

Back 47

every organization

Front 48

What does a resource advisor (RA) do?

Back 48

plan, program, budget, acquire, and provide decision making capabilities to the commander

Front 49

Who should the Resource Advisor (RA) have a close working relationship with?

Back 49

FMA technician

Front 50

Where can personnel who work as RA's work?

Back 50

at both group and squadron levels, and they can also work directly for the organization commander

Front 51

What does RCM stand for?

Back 51

Responsibility Center Manager

Front 52

What does a Responsibility Center Manager (RCM) do?

Back 52

heads an organization and plans, organizes, directs, and coordinates activities of subordinate organizations and functions

Front 53

Who is the principal level that manages financial resources?

Back 53

Responsibility Center Manager

Front 54

What is an example of a Responsibility Center Manager (RCM)?

Back 54

Group Commander

Front 55

What does FMA stand for?

Back 55

Financial Management Analysis

Front 56

FMA is the focal point for _________.

Back 56

financial management and planning funds distribution and execution on the installation.

Front 57

Technicians assigned to work in FMA must have the ability to work closely with the CCM's and RA's to ensure funds are executed to satisfy who?

Back 57

The base commander

Front 58

Who is tasked to lead and manage the Financial Management Analysis flight?

Back 58

Financial Analysis Officer (FAO)

Front 59

Resource Management System (RMS) requires how many committees meet periodically throughout the year?

Back 59

2

Front 60

What are the 2 committees on Resource Management System (RMS)?

Back 60

Financial Working Group (FWG) and Financial Management Board (FMB)

Front 61

What does FWG stand for?

Back 61

financial working group

Front 62

Who chairs the Financial Working Group (FWG)?

Back 62

the comptroller or the financial analysis officer (FAO)

Front 63

Who comprises (makes up) the Financial working group?

Back 63

The comptroller or the financial analysis officer (FAO) and a group of resource advisors

Front 64

How often does the Financial Working Group (FWG) meet?

Back 64

At least once a quarter

Front 65

What are the two main purposes of the meetings of the Financial Working Group (FWG)?

Back 65

A forum for financial management (FM) to provide valuable training and to review finance issues, and make recommendations such as distribution of funds to the board

Front 66

What does FMB stand for?

Back 66

Financial Management Board

Front 67

The financial management board (FMB) is the __________.

Back 67

senior advisory committee

Front 68

Who is the chairperson of the Financial Management Board (FMB)?

Back 68

the wing commander

Front 69

Who makes up is the Financial Management Board?

Back 69

wing commander, group-level commanders (RCM) for each unit on base, executive officer and comptroller.

Front 70

What does the Financial Management Board (FMB) do?

Back 70

They approve budgets, financial plans, revisions, and determine equitable distribution of annual funds received by MAJCOM for each organization on base.

Front 71

What happens after the Financial Management Board (FMB) has approved the distribution of funds for each organization?

Back 71

Targets must be loaded

Front 72

When increasing or increasing funds into DEAMS, what is it important to establish?

Back 72

A consistent method of validating the information on the AF Form 1269 (Request for Load/Change in Fund Targets)

Front 73

What is AF Form 1269?

Back 73

Request for Load/Change in Fund Targets

Front 74

What is it called when resource advisors (RA's) submit documents constantly to ensure that their organizations will not have a negative (red) balance?

Back 74

Target chasing

Front 75

The AF Form 1269 is the most commonly used for ______________.

Back 75

loading targets into the accounting system, and consists of fields used for entering data elements and codes

Front 76

The data elements and codes from the AF Form 1269 are used to complete fields in which systems?

Back 76

DEAMS, Expeditionary Combat Support System (ECSS), and Defense Medical Logistics Standard Support (DMLSS)

Front 77

What does ECSS stand for?

Back 77

Expeditionary Combat Support System

Front 78

What does DMLSS stand for?

Back 78

Defense Medical Logistics Standard Support

Front 79

Once funding has been issued who can prepare AF Form 1269 for processing?

Back 79

Resource Advisors (RAs) or Financial Management Analyst (FMA)

Front 80

Who can process AF Form 1269?

Back 80

the technician assigned to the organization in FMA

Front 81

Loading targets into DEAMS requires elements from the _________ and codes from the _________.

Back 81

accounting structure and funding document

Front 82

What are the elements?

Back 82

Cost Center, Object Class, Task, Emergency and Special Program (ESP), Dollar Amount, and Type of Funding

Front 83

As targets are loaded into or moved between different places in DEAMS, quarterly targets for a particular line can never exceed the ________.

Back 83

Annual Target

Front 84

If you are increasing the annual and quarterly target for a location, where should the first increase be made?

Back 84

annual target

Front 85

If you are decreasing the annual and quarterly target for a location, where should the first decrease be made?

Back 85

quarterly target

Front 86

What does the Cost Center tell you?

Back 86

WHO: the organization to whom the funds will be distributed

Front 87

What does the Object Class tell you?

Back 87

WHAT is being purchased

Front 88

What makes up the task?

Back 88

Budget Activity Code (BAC), Budget Sub-Activity (BSA), and Budget Line (BL)

Front 89

What does the Budget Activity Code (BAC) tell you?

Back 89

WHY

Front 90

When will the ESP be used?

Back 90

if the funding is for an emergency or in support of a special program

Front 91

What is the dollar amount?

Back 91

how much money is added or subtracted from the account

Front 92

How will Type of Funding be indicated?

Back 92

Either a D for direct or R for reimbursement

Front 93

After all funds have been loaded based on the information contained on the AF Form 1269 the analyst should always do what?

Back 93

double check their work

Front 94

What program is a way for the analyst to verify the accuracy of their work regarding targets?

Back 94

Budget Execution Transaction Register (BETR)

Front 95

What does BETR stand for?

Back 95

Budget Execution Transaction Register

Front 96

What does the Budget Execution Transaction Register (BETR) show?

Back 96

All transactions that were recorded against the Budget Line specified.

Front 97

Which columns should the analyst focus on in the Budget Execution Transaction Register (BETR) report?

Back 97

object class, amount, increase/decrease, created by, and GL Transfer Flag

Front 98

What does ECSS stand for?

Back 98

Expeditionary Combat Support System

Front 99

Who uses the ECSS?

Back 99

Base supply offices

Front 100

What do base supply offices use ECSS for?

Back 100

To purchase and issue regular base supply items

Front 101

What data elements are required by ECSS?

Back 101

Project Funds Management Record (PFMR) and Organization Cost Center Record (OCCR) or Organization Code (ORG)

Front 102

What does PFMR stand for?

Back 102

Project Funds Management Record

Front 103

What does OCCR stand for?

Back 103

Organization Cost Center Record

Front 104

What does ORG stand for?

Back 104

Organization Code

Front 105

What does the Organization Code tell us?

Back 105

Which organization is spending the money (WHO)

Front 106

What does ECSS use to determine if the transaction is increasing (I) or decreasing (D) the fund target?

Back 106

Adjustment Code

Front 107

Targets loaded into the ECSS must _____ the targets loaded into DEAMS.

Back 107

match

Front 108

What data elements are used to complete the AF Form 1269?

Back 108

Transaction Identification Code (TRIC), Project Funds Management Record (PFMR), Organization Code, Amount, Adjustment Code, Responsibility Center/Cost Center Code (RC/CC), Revised Target

Front 109

What does TRIC stand for?

Back 109

Transaction Identification Code

Front 110

What is the Transaction Identification Code (TRIC) used to load ECSS Targets?

Back 110

ORG

Front 111

The Transaction Identification Code (TRIC) tells us a transaction is being recorded against what?

Back 111

An ORG or OCCR

Front 112

What does PFMR stand for?

Back 112

Project Funds Management Record

Front 113

At least on Project Funds Management Record (PFMR) is required for each what?

Back 113

Operating Agency Code (OAC) and Operating Budget Allotment Number (OBAN)

Front 114

If there is more than one appropriation, there must be a _______ PFMR for each appropriation.

Back 114

separate

Front 115

What is linked to the PFMR and used to accumulate costs when interfaced with DEAMS?

Back 115

The RC/CC Code

Front 116

What does ORG stand for?

Back 116

Organization Code

Front 117

The Organization Code (ORG) is the same as what?

Back 117

Organization Cost Center Record (OCCR)

Front 118

How many digits are in an Organization Code?

Back 118

3

Front 119

An Organization Code (ORG) is the ECSS version of an ________.

Back 119

RC/CC

Front 120

What is the best directory to use when identifying the correct organization code?

Back 120

A listing sorted by Responsibility Center/Cost Center Codes

Front 121

What should the Amount match?

Back 121

The quarterly amount loaded into DEAMS on the right side of the AF Form 1269.

Front 122

What does the Adjustment Code indicate?

Back 122

increase (I) or decrease (D)

Front 123

What is used as a double check for the organization code?

Back 123

Responsibility Center/Cost Center Code (RC/CC)

Front 124

What does RC/CC stand for?

Back 124

Responsibility Center/Cost Center Code

Front 125

What can be used as a valuable audit trail when verifying transactions?

Back 125

The RC/CC code

Front 126

What is the Revised Target Field used for?

Back 126

to state the revised ECSS target or the revised DEAMS target.

Front 127

What does DMLSS stand for?

Back 127

Defense Medical Logistics Standard Support

Front 128

What Loading Targets in DMLSS data elements are used to complete the AF Form 1269

Back 128

TRIC, PFMR, Organization Code, Amount, Action Code (ACT), RC/CC, Field Identification (FLD ID), and Revised Target

Front 129

What is the Transaction Identification Code (TRIC) for DMLSS targets?

Back 129

ADP

Front 130

What does ACT stand for?

Back 130

Action Code

Front 131

What does the Action Code (ACT) indicate?

Back 131

increase (I) or decrease (D) to the fund target

Front 132

What does FLD ID stand for?

Back 132

Field Identification

Front 133

What does the Field Identification (FLD ID) identify?

Back 133

What is being bought

Front 134

How many characters are used in the FLD ID in DMLSS?

Back 134

one character

Front 135

What does the letter A indicate in FLD ID?

Back 135

the organizations needs money to purchase medical supplies

Front 136

What does the field identification G indicate?

Back 136

the purchase of medical equipment

Front 137

In a revised target the amounts are shown in what?

Back 137

thousands

Front 138

__________ accounting is recording transactions pertaining to the purchase of goods and services.

Back 138

Disbursement

Front 139

How many stages are there in disbursement accounting?

Back 139

4

Front 140

What are the 4 stages of disbursement accounting?

Back 140

Commitments, Undelivered Orders Outstanding (UOO), Accrued Expenditures Unpaid (AEU), and Accrued Expenditures Paid (AEP)

Front 141

What does UOO stand for

Back 141

Undelivered Orders Outstanding

Front 142

What does AEU stand for?

Back 142

Accrued expenditures unpaid

Front 143

What does AEP stand for?

Back 143

accrued expenditures paid

Front 144

When does the MAJCOM send funding documents?

Back 144

The beginning of the Fiscal Year (FY)

Front 145

Once documents are received what is established to control and report on funds provided to the base?

Back 145

accounting records

Front 146

How are fund targets increased?

Back 146

with a credit

Front 147

all stages of disbursement accounting have what type of balance?

Back 147

credit

Front 148

What are financial transactions recorded in DEAMS used to determine?

Back 148

Status of Funds

Front 149

What is the first stage of disbursement accounting?

Back 149

commitments

Front 150

What is a commitment?

Back 150

An administrative reservation of funds, it implies intent

Front 151

Is a commitment legally binding?

Back 151

no

Front 152

Who is a purchase requisition prepared by?

Back 152

the requesting organization

Front 153

Where does the purchase requisition get sent after it is prepared?

Back 153

to FMA for approval

Front 154

What is an obligation?

Back 154

A legally binding agreement between the government and an individual, contractor, or vendor

Front 155

What are examples of obligations?

Back 155

orders placed with a vendor, an awarded contract, or services recieved

Front 156

What is the 2nd stage of disbursement accounting?

Back 156

Undelivered Orders Outstanding (UOO)

Front 157

What does Undelivered Orders Outstanding represent?

Back 157

orders, contracts, or agreements and constitutes a legal obligation of funds

Front 158

Upon receipt of a UOO document, the commitment stage of accounting is ___________ and the UOO stage is _________.

Back 158

debited (decreased) and credited (increased)

Front 159

How long do funds remain in the Undelivered Orders Outstanding (UOO) stage?

Back 159

until the goods/services are actually received by the Air Force

Front 160

What is the 3rd stage of disbursement accounting?

Back 160

Accrued Expenditures Unpaid (AEU)

Front 161

What does the Accrued Expenditures Unpaid stage represent?

Back 161

goods or services received on the order/contract but payment has not been made.

Front 162

Written notification (receiving report) is prepared by the organization receiving the goods and/services and is forwarded to who?

Back 162

FMA of DFAS

Front 163

The Accrued Expenditures Unpaid stage is also known as what?

Back 163

the accounts payable stage

Front 164

What is the 4th and final stage of disbursement accounting?

Back 164

Accrued Expenditures Paid (AEP)

Front 165

Using Microsoft Excel helps us to better ________, _________, and ___________ our information so we can provide the best decision support to our leaders.

Back 165

interpret, analyze, and visualize

Front 166

What can a filter do?

Back 166

narrow down the data in your worksheet and hide parts of it from view

Front 167

What is a formula?

Back 167

an equation that performs a calculation

Front 168

All formulas in Excel must begin with what?

Back 168

equal sign

Front 169

What can color codes do?

Back 169

Guide users through their work and help them work more efficiently. Color can draw attention to specific areas of interest, or help you view the correct or desired information as you scroll through a large spreadsheet

Front 170

What are the 4 commitment documents?

Back 170

AF Form 9 (Request for Purchase)

AF Form 616 (Fund Cite Authorization (FCA))

AF Form 4009 (Government Purchase Card (GPC) Fund Cite Authorization (FCA))

DD Form 448 (Military Interdepartmental Purchase Request (MIPR))

Front 171

What is an AF Form 9?

Back 171

A request for purchase.

Front 172

Who does the requesting activity forward the Form 9 to?

Back 172

FMA

Front 173

Once the Form 9 is certified where is the document forwarded?

Back 173

The Base Contracting Office (BCO)

Front 174

What does BCO stand for?

Back 174

Base Contracting Office

Front 175

What is an AF Form 616?

Back 175

Fund Cite Authorization (FCA), it's for day to day activities to eliminate frequent trips to FMA.

Front 176

How often must AF Forms 616 be balanced?

Back 176

Quarterly

Front 177

What are examples of base activities using the AF Form 616?

Back 177

Transportation squadron and blood lab at the medical center

Front 178

What is an AF Form 4009?

Back 178

Government Purchase Card (GPC) Fund Cite Authorization (FCA), it is a commitment document to provide funds to the GPC program

Front 179

What does GPC stand for?

Back 179

Government Purchase Card

Front 180

What is the GPC limit for supply and equipment purchases?

Back 180

$3,000

Front 181

What is the GPC limit for non-personel services?

Back 181

$2500

Front 182

What must be filled out if the GPC purchase would be over $3,000?

Back 182

An AF Form 9 must be filled out

Front 183

What is DD Form 448?

Back 183

Military Interdepartmental Purchase Request (MIPR), when an organization on base needs to purchase goods or services from another DoD agency.

Front 184

What does MIPR stand for?

Back 184

Military Interdepartmental Purchase Request

Front 185

Where are commitment documents usually created?

Back 185

DEAMS (iProcurement Responsibility)

Front 186

What is one of the duties of a financial analyst?

Back 186

To review submissions for completeness and accuracy. Another part is to review documents within DEAMS awaiting approval.

Front 187

What are the obligation documents for Undelivered Orders Outstanding (UOO)?

Back 187

Standard Form (SF) 1449 (Purchase order-solicitation/contract/order for commercial items

SF 1442 (solicitation, offer or award (construction, alteration, or repair) Construction contract)

AF Form 406 (Miscellaneous Obligation Reimbursement Document (MORD))

DD Form 448-2 (Acceptance of Military Interdependence Purchase Request MIPR)

Government wide Purchase Card (GPC) Program

Front 188

What is the SF 1449?

Back 188

Purchase order-solicitation/contract/order for commercial items.

The most commonly used contractual document for purchases from vendors

Front 189

What is the maximum for the SF 1449?

Back 189

$100,000

Front 190

Where are Base Contracting Office (BCO) contracts are maintained in a computer database called what?

Back 190

Standard Procurement System (SPS)

Front 191

What does SPS stand for?

Back 191

Standard Procurement System

Front 192

What is SF 1442?

Back 192

Solicitation, Offer or Award (Construction, alteration, or repair) Construction Contract

Front 193

When is SF 1442 prepared?

Back 193

When a construction project is going to cost over $100,000

Front 194

A SF 1442 may be written to allow ______ to relieve financial burden on a contractor?

Back 194

progress payments as work is completed

Front 195

How are progress payments limited?

Back 195

once per month

Front 196

What is AF Form 406?

Back 196

Miscellaneous Obligation Reimbursement Document (MORD)

Front 197

What does MORD stand for?

Back 197

Miscellaneous Obligation Reimbursement Document

Front 198

When is an AF Form 406, MORD used?

Back 198

When a formal obligation document (SF1449 or SF 1442) is not available

Front 199

What is a DD Form 448-2?

Back 199

Acceptance of Military Interdepartmental Purchase Request (MIPR), when requesting goods or services from another DoD agency, it is prepared and forwarded to the performing agency

Front 200

The performing agency has 2 was they can get paid, what are they?

Back 200

Category 1 Reimbursable

Category 2 Direct

Front 201

What are the Government wide purchase card (GPC) program obligations maintained in?

Back 201

A system called AxOL (Access Online)

Front 202

What does AxOL stand for?

Back 202

Access Online

Front 203

What obligation documents are used for Accrued Expenditures Unpaid (AEP)?

Back 203

Receiving Reports

SF 1449 (purchase order-solicitation/contract/order for commercial items)

DD Form 250 (Material Inspection and Receiving Report)

Certificate of Performance

DD Form 1610 (Routine Travel Orders)

Front 204

What is the primary purpose of Receiving Reports?

Back 204

To show evidence of financial liability on the part of the government for goods or services ordered and received but not paid for.

Front 205

What is SF 1449?

Back 205

Purchase order- solicitation/contract/order for commercial items. It can be used as a contract and a receiving report. The receiving activity must complete blocks 32a, 32b, 32c, 32d, 32e, and 32f

Front 206

What is DD Form 250?

Back 206

Material Inspection and Receiving Report. It is used to update a contract in DEAMS.

Front 207

What is a Certificate of Performance?

Back 207

A receiving report. It may be used instead of SF 1449 or DD Form 250.

Front 208

What must the receiving official do with a Certificate of Performance?

Back 208

sign the following statement "I certify that the goods or services have been received and accepted on (day, month, year)"

Front 209

What else must the receiving report include?

Back 209

contract number, date goods were received, description of goods, dollar amounts, and personal information on the individual accepting the goods

Front 210

When is a certificate of performance commonly used?

Back 210

progress payments on complex contracts

Front 211

What is DD Form 1610?

Back 211

Routine Travel Orders.

Front 212

True or False

Travel orders are receiving reports?

Back 212

False, they are official orders authorizing a military member or civilian employee to travel to a predetermined location for a specified period of time to accomplish the mission.

Front 213

What do invoices represent?

Back 213

A claim against the government

Front 214

What is the last requirement before a payment is made?

Back 214

An invoice must be sent

Front 215

True or False

Unlike contracts and receiving reports, invoices DO NOT affect any stage of disbursement accounting.

Back 215

True, it is simply a mandatory document required for payment

Front 216

What obligation document is used for Accrued Expenditures Paid (AEP)?

Back 216

SF 1034, Public Voucher for Purchases and Services Other than Personal

Front 217

What is the SF 1034?

Back 217

a payment voucher.

Front 218

Where is a copy of all documents assembled kept?

Back 218

In the DFAS Accounts Payable Sections

Front 219

Who is the last person in the validation process?

Back 219

The voucher certifying officer

Front 220

After certification where are the original signed payment vouchers with back up documents forwarded?

Back 220

The Disbursing Office (DO)

Front 221

Why are the documents forwarded to the Disbursing Office (DO)?

Back 221

for Electronic Funds Transfer (EFT)

Front 222

What does EFT stand for?

Back 222

Electronic Funds Transfer

Front 223

What is the most common method used to disburse funds in the payment process?

Back 223

Electronic Funds Transfer (EFT)

Front 224

What report is used to validate obligation documents?

Back 224

Open Document List (ODL)

Front 225

What does ODL stand for?

Back 225

Open Document List

Front 226

What is the Open Document List (ODL)?

Back 226

A list of all data elements and amounts contained in each open document in DEAMS.

Front 227

What is ODL used for?

Back 227

To reconcile computer records to hard copy source documents

Front 228

When you are validating obligation documents what must you ensure?

Back 228

that the document number, stage affected, accounting classification, and the dollar amounts are correct

Front 229

Where does a certifying officer work?

Back 229

FMA

Front 230

What is the certifying officer's role?

Back 230

to review the document, check the Standard Financial Information Structure (SFIS) and Project, Task, Expenditure, and Organization (PTEO) for accuracy, verify funds are available, and enter the document into the applicable accounting system.

Front 231

Who appoints individuals to be funds certifying officers?

Back 231

The Comptroller

Front 232

Who shares pecuniary liability for the amount certified?

Back 232

The certifying officer and comptroller

Front 233

Who may be a certifying officer?

Back 233

An officer, enlisted member, or civilian. Persons who work under the direct supervision of the comptroller are appointed in writing. A DD Form 577 (Appointment/Termination Record-authorized signature) must also be completed

Front 234

How does a certifying officer determine if funds are available?

Back 234

DEAMS Status of funds (SOF) report, or check the hard copy Operating Budget Ledger (OBL) or the hard copy Allotment Ledger (AL)

Front 235

What does SOF stand for?

Back 235

Status of funds

Front 236

What does OBL stand for?

Back 236

Operating Budget Ledger

Front 237

What does AL stand for?

Back 237

Allotment Ledger

Front 238

What are the three steps to fund certification?

Back 238

1) review the document and the accounting classification for completeness and accuracy

2) Determine if funds are available

3) Certify Fund availability

Front 239

How do you certify the document?

Back 239

the add on called approve it

Front 240

What are the 3 categories of Accounts Receivable Collections?

Back 240

Reimbursements, Refunds, and Receipt Accounts

Front 241

What do Reimbursements account for?

Back 241

The monies collected from Air Force customers for the sale of goods or services provided them by the Air Force

Front 242

How are the accounting classifications used for reimbursements are distinguished from other accounting classifications?

Back 242

The presence of an Accounts Receivable Sales Code (ARSC)

Front 243

How many types of Collection Reimbursements are there?

Back 243

2

Front 244

What are the two types of Collection Reimbursements?

Back 244

Billed and Direct

Front 245

In a Billed Reimbursement, who sends the customer a bill?

Back 245

DFAS Accounts Receivable Branch

Front 246

What type of form is prepared for a Billed Reimbursement?

Back 246

AF Form 819 (USAF Invoice of Claim) or

SF 1080 (Voucher for Transfers Between Appropriations and/or funds)

Front 247

When is a SF 1080 used?

Back 247

For appropriated funds customers

Front 248

When is the AF Form 819 used?

Back 248

For other agencies and commercial customers

Front 249

Once the payment is received, what is prepared?

Back 249

a DD Form 1131 (Cash Collection Voucher)

Front 250

What is Direct Reimbursement?

Back 250

When payment for goods and services is received, but no bill was provided. The service was provided and payment was received at the same time.

Front 251

What is an example of Direct Reimbursement?

Back 251

Money collected for meals served at the dining facilities.

Front 252

What is a Refund?

Back 252

A reduction of expenses processed against the same appropriation and fiscal year the expense was originally recorded.

Front 253

A Refund is a reverse of what?

Back 253

SF 1034 (The original expenditure)

Front 254

A refund is sometimes referred to as ________.

Back 254

a negative disbursement

Front 255

When a refund is collected, where do we return the funds?

Back 255

The same accounting classification of the original payment

Front 256

What are examples of refunds?

Back 256

Collections of over-payments, erroneous payments, and tuition assistance

Front 257

What is a collection of an overpayment?

Back 257

When we receive a check from a vendor because DFAS Accounts Payable overpaid them.

Front 258

What is a collection of an erroneous payment?

Back 258

when accounts payable pays the wrong vendor and the vendor returns the payment

Front 259

What is tuition assistance?

Back 259

when military or civilian employees participating in the Education Services Program do not successfully complete a course of instruction paid for by the Air Force, they may be required to refund (pay back) the amount of the tuition

Front 260

When collecting a refund what is filled out?

Back 260

A DD Form 131

Front 261

What is a Receipt Account?

Back 261

A miscellaneous source of revenue and is credited to a US Treasury miscellaneous receipt account.

Front 262

Is a receipt part of the bases funding?

Back 262

No

Front 263

Do receipt accounts have addresses or stages of accounting?

Back 263

No

Front 264

How are receipt accounts identified?

Back 264

by the absence of a Period of Availability (POA) in the appropriation of an accounting classification

Front 265

What are examples of collections of receipt accounts?

Back 265

Lost and found monies, courts martial or article 15 fines, and collections for government property lost or destroyed (GPLD)

Front 266

Who notifies Accounts Receivable that a check was received?

Back 266

Disbursing Office

Front 267

When accounts receivable completes the DD Form 1131, how do they record it in DEAMS?

Back 267

as a Miscellaneous Merged Accountability Funds Reporting (MAFR) transaction

Front 268

What does MAFR stand for?

Back 268

Merged Accountability Funds Reporting

Front 269

How is Reimbursement Accounting defined?

Back 269

The accounting of amounts earned and collected for goods sold or services provided by the Air Force to authorized customers.

Front 270

In DEAMS how many types of Reimbursement Customers do we deal with?

Back 270

2

Front 271

What are the types of Reimbursement Customers?

Back 271

Intragovernmental Payment and Collections (IPAC)

Public/Advance payment customers

Front 272

What does IPAC stand for?

Back 272

Intragovernmental Payment and Collections

Front 273

What are examples of IPAC Customers?

Back 273

tenant units (guard/reserve), Corps of Engineers, and Defense Logistics Agency (DLA)

Front 274

What does DLA stand for?

Back 274

Defense Logistics Agency

Front 275

What are Public/Advance payment customers?

Back 275

non-DoD (banks, schools, cable companies, etc)

AAFES

MWR Facilities (bowling center, golf course, car wash, etc.)

Front 276

What are the 4 stages of reimbursement accounting?

Back 276

Unfilled Customer Orders (UFCO), Unfilled Customer Orders Collected (UFCOC), Filled Customer Orders (FCO), and Collections (COL)

Front 277

What does UFCO stand for?

Back 277

Unfilled Customer Orders

Front 278

What does UFCOC stand for?

Back 278

Unfilled Customer Orders Collected

Front 279

What does FCO stand for?

Back 279

Filled Customer Orders

Front 280

What does COL stand for?

Back 280

Collections

Front 281

What is the first stage in reimbursement accounting?

Back 281

Unfilled Customer Orders (UFCO)

Front 282

What happens in the Unfilled Customer Orders (UFCO) stage?

Back 282

The AF receives an order from a customer, but the customer has not yet received the goods or services.

Front 283

Which stage of reimbursement accounting do customers skip?

Back 283

Unfilled Customer Orders (UFCO)

Front 284

What is the second stage of reimbursement accounting?

Back 284

Unfilled Customer Orders Collected (UFCOC)

Front 285

What happens in the Unfilled Customer Orders Collected (UFCOC) stage of reimbursement accounting?

Back 285

The AF has collected the payment but has not provided the goods/services yet.

Front 286

What stage of Reimbursement Accounting do public customers begin?

Back 286

Unfilled Customer Orders Collected (UFCOC)

Front 287

What is prepared for each customer by the service/goods providing unit and is signed by the budget officer who then sends it to the customer?

Back 287

Advance Payment Letter

Front 288

What will the advance payment letter show?

Back 288

A monthly, quarterly, or annual estimate and will have a Standard Document Number assigned to each customer

Front 289

How often does the base sends a breakdown of billing for each customer to DFAS?

Back 289

Every Month

Front 290

What stage of Reimbursement Accounting do IPAC customers skip?

Back 290

Unfilled Customer Orders Collected (UFCOC)

Front 291

What is the third stage of Reimbursement Accounting?

Back 291

Filled Customer Orders (FCO)

Front 292

What stage is only used by IPAC customers with Deams?

Back 292

Filled Customer Orders (FCO)

Front 293

When are funds moved to the Filled Customer Orders (FCO) stage?

Back 293

When a billing event is processed by the base in DEAMS

Front 294

What is the 4th and final stage of reimbursement accounting?

Back 294

Collections (COL)

Front 295

What moves funds to the Collections stage with IPAC customers?

Back 295

When DFAS receives the billing event from the base to process the collection, once the billing event has received a voucher from DFAS, the funds move to the COL stage

Front 296

With public customers what moves funds to the collections stage?

Back 296

A SF 1080 billing

Front 297

What are payment governed by?

Back 297

the Prompt Payment Act (PPA)

Front 298

What does PPA stand for?

Back 298

Prompt Payment Act

Front 299

What does Prompt Pay require the government to have?

Back 299

Contract, receiving report, and an invoice before making a legal payment

Front 300

What is a legal contract?

Back 300

One that has been reviewed and signed by a Contracting Officer.

Front 301

What should you do if you receive a contract that is not signed by a Contracting Officer?

Back 301

Do NOT process it

Front 302

What is the primary purpose of a receiving report?

Back 302

To show evidence of a financial liability on part of the government for goods or services ordered and received but not paid for

Front 303

A receiving report can be created 2 ways, what are they?

Back 303

Hard copy or entered into a DoD standardized system called Invoicing, receipt, acceptance, and property transfer (iRAPT)

Front 304

What does iRAPT stand for?

Back 304

invoicing, Receipt, Acceptance, and Property Transfer

Front 305

After any receiving report is created and certified, who assumes responsibility for processing the document into the accounting system?

Back 305

DFAS Accounts Payable

Front 306

What is FMA's role in the process?

Back 306

to ensure receiving reports are accurate and prepared in a timely manner

Front 307

If an invoice is incorrect, what must be given to the vendor?

Back 307

Written notification within 7 days

Front 308

What must an invoice have to be considered proper?

Back 308

First it must be received by the office named in the contract, it must also include all the information requiored by the terms of the contract and remittance address must be the same as on the contract. The date must be stamped upon receipt in the office.

Front 309

What happens if the invoice date is not stamped?

Back 309

the invoice date will be used as the date received in the paying office which could affect prompt payment

Front 310

Vendors/Contractors can submit invoices as ___________.

Back 310

Hard copy or via iRAPT (iRAPT is preferred)

Front 311

What website are there many applications or systems available that make our job as financial managers much easier?

Back 311

Wide Area Work Flow (WAWF)

Front 312

What does WAWF stand for?

Back 312

Wide Area Work Flow

Front 313

What is the primary method used to electronically enter, route, and approve receiving reports and invoices?

Back 313

Invoicing, Receipt, Acceptance, and Property Transfer (iRAPT), formerly known as Wide Area Work Flow (WAWF)

Front 314

iRAPT helps to mitigate interest penalty payments due to what?

Back 314

Lost or misplaced documents and highlights vendor-offered discounts so DoD benefits on both fronts

Front 315

When was the Prompt Payment Act (PPA) enacted as Public Law (P.L.) 97-177?

Back 315

May 21, 1982

Front 316

What does the Prompt Payment act require Federal agencies to do?

Back 316

Make payments on time, to pay interest penalties when payments are late, and to take discounts only when payments are made on or before the discount date.

Front 317

What 3 parts make up the Prompt Payment Act?

Back 317

Prompt Pay, Cash Management, and Interest Penalties

Front 318

What is prompt pay?

Back 318

Paying per the terms specified in the contract and states a contract, receiving report, and invoice are needed to make a legal payment

Front 319

What is cash management?

Back 319

The AF pays as close to, but not later than, the due date, allowing for a 7-day window to make a payment

Front 320

What are interest penalties?

Back 320

Are paid to the vendor when payments are late.

Front 321

What are the most common reasons for late payments?

Back 321

The payment was processed late due to time, lack of backup documentation, or processing error. The second reason is discounts taken in error.