FY-14 SAP AIMS CHANGES
1. AIMS SAP accounting changes provided in this enclosure apply to all users of AIMS
SAP and are effective with the beginning of FY-14 (1 Oct 13) unless otherwise noted.
2. ACTIVITY/DEPARTMENT/ACCOUNT ADDITIONS, DELETIONS, CHANGES
a.
New Accounts:
Accounts (1) through (3) are new travel expense accounts for UFM and nonUFM and should be used in place of the old ones:
(1)
721400 – PER DIEM (L+M+IE)
721489 - PER DIEM (L+M+IE) UFM
-Used for lodging, meals and incidental per diem amounts
-For MWR, NGIS and CNIC
(2)
721500 – AIRFARE
721589 – AIRFARE UFM
-Used for airfare charges
-For MWR, NGIS and CNIC
(3)
721600 – MISCELLANEOUS TRAVEL
721689 – MISCELLANEOUS TRAVEL UFM
-Used for tax, rental car and fuel, laundry, phone, mileage, parking,
ATM fees, baggage fees, resort fees, lodging taxes
-For MWR, NGIS and CNIC
(4)
569012 – CLAS Revenue Sharing Fee – used to record field share of
CLAS commissions.
NGIS locations only.
(5)
168007 – Prepaid NAVFAC Deposits – used to record utility
deposits to NAVFAC.
(6)
168008 – Prepaid NAVFAC Projects – used to record deposits for
NAVFAC projects (not utilities).
(7)
701189 – CYP Food UFM - This account is to be used only to record
CYP consumable food expense ineligible for USDA offset. Examples
include: OCONUS CYP activities, Teen and Youth programs, CYP
special programming or CYP food classes.
Enclosure (6)
(8)
b.
c.
707100 – CYP USDA Food Expenses- This account is to be used
only to record CYP consumable food expenses eligible for USDA
reimbursement. The majority of CONUS CDC and SAC food
expenses will be charged to this account.
Account Changes:
(1)
BLOCKED ACCOUNTS:
721000 – Travel & Per Diem
721001 – Per Diem
721002 – Travel
721003 – Car rental
721089 – Travel & Per Diem UFM
(2)
CLARIFICATION OF ACCOUNT USE
701089-Supplies
This account is to be used to record any general, administrative or
operating supplies, kitchen supplies, office supplies, cleaning supplies,
classroom and training supplies. No CYP food.
(3)
NAME CHANGE AND CLARIFICATION OF ACCOUNT USE
707000 – CYP USDA SUPPLY EXPENSES (formerly USDA
Program Expense)
CYP supply expenses that are eligible for USDA offset therefore
ineligible for UFM. No CYP food.
(4)
CLARIFICATION OF ACCOUNT USE
706000 – USDA Offset
This account will be used to record all USDA reimbursements to offset
CYP food and supply expenses. This is a contra expense account.
Other Changes:
(1)
Vendor payment term – S010 for SUA –due immediately
Enclosure (6)
3. MWR/NGIS Download rates – The central fund download rates for FY-14 are as follows:
Description
MWR
NGIS
SAP GL
Health & Disability
3.25 X W/H
3.25 X W/H
629000
Life
0.45 X W/H
0.45 X W/H
630000
Retirement NAF ER Cost *
5.00 X W/H
5.00 X W/H
632003
Post Ret Benefit Cost *
0.60 X W/H
0.60 X W/H
632007
401K Match *
Up to 3% earnings
Up to 3% earnings
632005
401K Admin Fee *
1.5% X match
1.5% X match
632006
Work Comp
0.024 X 601000
0.024 X 601
633000
Unemployment Comp
0.011 X 601000
0.011 X 601
634000
Property Liability MWR
.0043 X GL accts 301+302+501+591)
635000
NGIS Headquarters Assessment
N/A
0.05 X Rev.
789000
FERS Retirement
14.625 X W/H
14.625 X W/H
632001
CSRS Retirement
1.00 X W/H
1.00 X W/H
632002
CSRS Offset
1.00 X W/H
1.00 X W/H
632002
TSP
Actual cost
Actual cost
632008
NOTE * Note - a different download rate exists for AF and Army benefits retained by
locations coming under Navy as part of Joint Basing. Information will be provided
separately to those locations impacted by Joint Basing.
Enclosure (6)
4. G&A COST ALLOCATION FOR THE MWR CHILD and YOUTH PROGRAMS
(CYP) – A number of years ago a standard G&A cost allocation for Child and Youth
Programs (CYP) was developed. Periodically the overall percentage is reviewed and
adjustments made as necessary. For FY-14, the percentage (7%) and formula for calculating
the allocations will remain the same.
Regions must use an allocation of seven percent (7%) of net CYP NAF expense
(after UFM offset), but before any depreciation expense is charged to CYP. The
allocation will be booked each month as a debit to (Internal Services
Rendered/Received) 742000, at the Regional Level Child Development Center
G&A cost center (22/00) and a credit to 742000 at the Regional Level General
Fund G&A cost center (00/00). The overhead expense must remain at the Region
activity level and cannot be booked to the individual base or installation level.
The entry will always net to zero.
5. AIMS USER HANDBOOK - The most current AIMS User Handbook is available at
https://g2.cnic.navy.mil/tscnichq/N9/N94/N948/HQ%20%20Central%20FunRAMCUS%20
Accounting/Forms/AllItems.aspx and at www.navymwr.org. The Handbook will be revised
as deemed necessary.
If you have any questions, please call Commander Navy Installation Command POC’s at
(901)874-6590/6561 or DSN 882-6590/6561.
Enclosure (6)