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6509.11k,31
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FOREST SERVICE HANDBOOK
GIFFORD PINCHOT NATIONAL FOREST (REGION 6)
VANCOUVER, WA
FSH 6509.11K – SERVICE-WIDE FINANCE AND ACCOUNTING
HANDBOOK
CHAPTER 30 – COLLECTIONS
Supplement No.: R6/Gifford Pinchot-6509.11k-98-1
Effective Date: July 17, 1998
Duration: Effective until superseded or removed
Approved: TED C. STUBBLEFIELD
Date Approved: 07/17/1998
Forest Supervisor
Posting Instructions: Supplements are numbered consecutively by Handbook number
and calendar year. Post by document name. Remove entire document and replace with this
supplement. Retain this transmittal as the first page of this document.
New Document(s):
6509.11k,30
3 Pages
Superseded Document(s):
6509.11k,30 (GP Supp 1, 2/87)
2 Pages
(Last supplement was GP Sup 1)
Digest: Insert digest information here
31.5
This Supplement updates the form 6530-1 in Exhibit 1.
R6/GIFFORD_PINCHOT_SUPPLEMENT_6509.11K-98-1
EFFECTIVE DATE: 07/17/98
DURATION: Effective until superseded or removed
6509.11k,31
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FSH 6509.11K SERVICE-WIDE FINANCE AND ACCOUNTING HANDBOOK
CHAPTER 30 COLLECTIONS
31.5 - Follow-up on Unpaid Billings. With the implementation of FFIS the issuing collection
officer shall take initial action on all Bills for Collection not paid on the due date.
1. Timber Billings (TM). Financial Assistants responsible for preparing Bill for
Collection will make necessary changes to TSA billings. Documentation for any changes shall
be maintained in Resources at District offices and FH Resources.
2. Cancelled Billings. If a billing needs to be cancelled once distributed, it shall be the
issuing office's responsibility to document cancellation action via a form notice (see Exhibit 1)
and to complete the action in FFIS. For all TM cancelled billings, the form notice must be sent
to FH Resources after processing. All cancelled (TM, BD, etc.) form notices (see Exhibit 1)
must be sent to the UCO at FH.
3. Changed Billings. If a billing needs to be changed once distributed, the issuing officer
shall prepare a form notice (see Exhibit 1) and and process the changes through FFIS. After
processing send the form notice to FM along with any supporting documents. For any TM
billing, send information to FH Resources.
4. Check Received With No Record of Bill for Collection Being Issued. This will
appear on the UNID listing. When reviewing your daily UNID's, look for this type of
transaction. Whoever is responsible for the bill will create a bill in FFIS for the UNID and
submit the number to the UCO within two working days.
5. Payer Changes the Amount on the Bill for Collection. On the paid bill listing and/or
the UNID listing, the vendeeor paid less or more than the amount due on the bill, the bill must be
modified in FFIS. The responsibility of updating FFIS and notifying the UCO belongs to the
issuing office. A form notice (see Exhibit 1) will be submitted to the UCO. For any TM billing,
send information to FH Resources.
6. Payment Not Made on Due Date. A dunning notice will be sent to you the date after
the bill is late. It is the issuing office's responsibility to follow up with the vendor regarding the
late collection and to notify the UCO regarding the status. The FFIS system will automatically
add administrative fees,, interest, and penalty fees to late bills, as directed. If the dunning needs
to be modified due to incorrect fee charges, it is the responsibility of the issuing office to update
FFIS and notify the UCO. Copies of updated dunning notices need to be sent to UCO and if a
TM document to FH Resources.
R6/GIFFORD_PINCHOT_SUPPLEMENT_6509.11K-98-1
EFFECTIVE DATE: 07/17/98
DURATION: Effective until superseded or removed
6509.11k,31
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FSH 6509.11K SERVICE-WIDE FINANCE AND ACCOUNTING HANDBOOK
CHAPTER 30 COLLECTIONS
EXHIBIT 1
AUTHORIZATION TO CHANGE BILL FOR COLLECTION
TO:
DATE:
RE: BILL FOR COLLECTION (B/C) NO.
ISSUED TO
TS/PROJECT NAME
IN CURRENT AMOUNT OF $
DUE
1.
This B/C should be (reduced)(increased)
a. Amount this B/C should be changed: $
b. New amount of B/C: $
c. Reason for change:
Purchaser road credit transferred from the
Timber Sale(s) in
amount of $
Advance deposit made on
in the amount of $
Cash transfer from the
Timber Sale(s) in the amount of $
Other:
2.
B/C should be cancelled.
a. Confirm cancellation in FFIS: Yes
b. Reason for cancellation:
No
3.
UCO has received payment for the B/C on (date)
Amount received $
Unpaid balance $
Resources has reviewed the underpayment and made the following determination:
Reduce in accordance with #1 above and accept the payment.
Enclosed is a Bill-for-Collection to accommodate partial payment received.
The original billing is to be reduced to $
to reflect
partial payment made and the original due date as still valid.
4.
Other:
Signature: (there is no specific authorization needed to sign this form, it is just required to
provide an audit trail)
Collection Officer
Date
AO
Date
B&F
Date
GP-6530-1 (07/98)