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FOREST SERVICE HANDBOOK
TONTO NATIONAL FOREST
PHOENIX, AZ
FSH 6509.17
CHAPTER 10 – AUTOMATED TIMBER SALE ACCOOUNTING HANDBOOK
Supplement No.: 2
Effective Date: September 1, 1992
Duration: This supplement is effective until superseded or removed.
Approved: JAMES L. KIMBALL
Forest Supervisor
Date Approved: 09/01/92
Posting Instructions: Supplements are numbered consecutively by Handbook number and
calendar year. Post by document; remove the entire document and replace it with this
supplement. Retain this transmittal as the first page(s) of this document.
New Document
6 Pages
Superseded Document(s)
(Supplement Number and
Effective Date)
3 Pages
Digest:
Update schedule for contracts 3T and 6T
TNF SUPPLEMENT
EFFECTIVE DATE: 09/01/92
DURATION: This supplement is effective until superseded or removed.
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FSH 6509.17 – AUTOMATED TIMBER SALE ACCOUNTING HANDBOOK
04 - RESPONSIBILITY
5. Supervisors Office. The Forest Supervisor through the appropriate staff officer is responsible
for designating the locations on the Forest that have the responsibility for preparing and keeping
a log of the Batch Control Records, form FS-6500-160. Batch Transmittal Records, form FS6500-161, is for Supervisors Office (S.O.) TSA Coordinator use only.
Locations and Responsibility for Batch Control Records
DISTRICT
Cave Creek
Globe
Mesa
Payson
Pleasant Valley
Tonto Basin
Supervisors Ofc.
FSH 6509.17, Chapter 10
X- Will use FS-6500-160 Batch Control Record
FS-2400-44
*FS-2400-4
*FS-2400-3
PERSONAL USE
GREEN PERMITS
CONTRACTS
X
X
N/A
X
X
N/A
X
X
N/A
X
X
X
X
X
X
X
X
N/A
N/A
N/A
X
FS-2400-6T
CONTRACTS
N/A
N/A
N/A
N/A
N/A
N/A
X
*Operate within guideline set forth on delegations, per FSM 2400, Tonto Supplement No. 44,
effective 08/01/92. Also, reference FSM 6530 for Collections.
The Batch Control Record, FS-6500-160, must be completed before TSA data entry forms (FS6500-170 through FS-6500-191, FS-6500-195 through FS-6500-197, and FS-6500-200 through
FS-6500-201) are submitted from one location/individual to another location/individual for data
entry. The record must be prepared when TSA forms are prepared (accumulated) for submission
to the S.S. TSA Coordinator. When Batch Control Record has been completely processed at the
S.O., the Districts will receive the final completed record for their files. The District files will
consist of a Batch control Record Log (Exhibit 1), of which a control sheet of numbers will be
provided for each District, and Batch Control Record, FS-6500-160. The Districts will maintain
a 6-month history of batch control records.
FS-2400-3 AND 2400-6T - STATEMENT OF ACCOUNT 7 SYNOPSIS (FSH 6509.17.06,--52.11 Synopsis and 52.12 Statements)
To attain proper accountability the schedule (Exhibit 2 & 2a) is for processing documents. In
order for the various clauses of the contract to be processed correctly through the ATSA system,
initial input must be correct. The Validation of data is not limited to checking for clericcal
errors. Reviewers must be familiar enough with individual contracts to be able to pass judgment
on the correctness of a transaction itself (i.e., volume, type, value, etc.).
Statement of Account-3T Contracts
TNF SUPPLEMENT
EFFECTIVE DATE: 09/01/92
DURATION: This supplement is effective until superseded or removed.
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FSH 6509.17 – AUTOMATED TIMBER SALE ACCOUNTING HANDBOOK
1) Print 3 copies of monthend Statement of Accounts.
AUTOMATED TIMBER SALES ACCOUNTING HANDBOOK
2) All copies reviewed by Timber Clerk and initialed & dated.
3) Mail 1st and 2nd copy to District Sale Administrator's; 3rd copy retained in S.O.
until return of copy from District.
4) District Sale Administrator's review and date & initial. District mails one copy to
S.O. and retains one copy for contract folder.
5) S.O. receives completed copy of Statement and destroys unsigned copy.
The STAMP used:
AUDITED:_____________
REVIEWED:____________
CONTRACTING OFFICER:____________
AUDITED - Individual (S.O. -Timber Resource Specialist) performing verfication
shall date and initial. Check marks will be used to inicate verified.
REVIEWED - District Sale Administrator veridies, and initials & dates. Check marks will be
used to indicate verified.
CONTRACTING OFFICER - Responsible for financial activity affecting the timber
sale contract.
TNF SUPPLEMENT
EFFECTIVE DATE: 09/01/92
DURATION: This supplement is effective until superseded or removed.
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FSH 6509.17 – AUTOMATED TIMBER SALE ACCOUNTING HANDBOOK
AUTOMATED TIMBER SALES ACCOUNTING HANDBOOK
EXHIBIT 1
BATCH CONTROL RECORD LOG
DISTRICT _____________________
*BATCH
Month
06
Number
01
Date
Submitted
mm/dd/yy
FISCAL YEAR ______
Submitting
Individual
A.Batch
DISTRIBUTION OF FS-6500-160:
Original - Prepared by District and sent to Supervisors Office (S.O.)
Copy - Retained by District until orginal returned by S.O.
*Each District will have a Control Sheet
S.O. Data Entry
Date
mm/dd/y
TNF SUPPLEMENT
EFFECTIVE DATE: 09/01/92
DURATION: This supplement is effective until superseded or removed.
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FSH 6509.17 – AUTOMATED TIMBER SALE ACCOUNTING HANDBOOK
AUTOMATED TIMBER SALES ACCOUNTING HANDBOOK
EXHIBIT 2
The reporting month does not close until the next month by the 10th.
SCHEDULE FOR FS-2400-44 AND FS-2400-4
ACTIVITY
R.D. S.O.
DUE DATE
1. Each month complete TSA forms & submit
X
By 28th
package to S.O. Package consist of Bill for
Collection, permits/contracts, TSA forms, Batch
Control Record.
2. Review of TSA forms. Resolve edit errors (with
District when necessary).
X
By 8th
3. Data entered in D.G. Submit Batch Control
Record to District. Complete Batch Transmittal
Record.
X
By 9th
4. Final edit run and closure of TSA data.
X
10th
SCHEDULE FOR CONTRACTS FS-2400-3
ACTIVITY
R.D. S.O.
DUE DATE
1. Complete and submit Contract, TSA forms,
X
3 Days after AWARD
Bill for Collections, Batch Control Record.
(month in which bids
received)
2. Review of TSA forms. Resolve edit errors
with District. Data entered in D.G. Submit
X
By 8th
Batch Control Record to District. Complete
Batch Transmittal Rec.
TNF SUPPLEMENT
EFFECTIVE DATE: 09/01/92
DURATION: This supplement is effective until superseded or removed.
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FSH 6509.17 – AUTOMATED TIMBER SALE ACCOUNTING HANDBOOK
3. Final edit run and closure of TSA data. Stmt.
of Accts. & Synopsis sent to District Sale
Administrator's.
4. Audit/Review performed on closed TSA
Stmt. of Accts./Synopsis by Sale Administrators.
X
X
5. Contracting Officer reviews and approves
TSA Statement of Accts. and Synopsis.
X
By 10th
By 20th
(includes mailing time)
28th
(includes mailing time)
AUTOMATED TIMBER SALES ACCOUNTING HANDBOOK
EXHIBIT 2a
SCHECULE FOR CONTRACTS FS-2400-6T
ACTIVITY
R.D.
S.O.
DUE DATE
1. Complete and submit
X
3 Days after AWARD
Contract, TSA Forms, Bill for
(month in which bids
Collections, Batch Control
received)
Record.
2. Review of TSA forms.
Resolve edit errors with District.
Data entered in D.G. Submit
Batch Control Record to District.
Complete Batch Transmittal Rec.
3. Final edit run and closure of
TSA data. Stmt. of Accts. &
Synopsis sent to District Sale
Administrator's
4. Contracting Officer reviews
and approves TSA Statement of
Accts. and Synopsis.
5. Audit/Review performed on
closed TSA Stmt. of
Accts/Synopsis by Sale
Administrators.
X
X
By 8th
X
By 10th
X
12th
(does not include time
unavailable
By 25th
(includes mailing time)