6509.17, 10
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FOREST SERVICE HANDBOOK
FREMONT-WINEMA NATIONAL FORESTS
LAKEVIEW AND KLAMATH FALLS, OR
FSH 6509.17 – AUTOMATED TIMBER SALE ACCOUNTING
CHAPTER: 10 – STANDARDS FOR TIMBER SALE ACCOUNTING
Supplement No.: 6509.17-2004-1
Effective Date: March 2004
Duration: Effective until superseded or removed
Approved: KAREN SHIMAMOTO
Forest Supervisor
Date Approved: 3/24/2004
Posting Instructions: Supplements are numbered consecutively by Title 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):
10.3 – 13.2
5 Pages
Superseded Document(s): by
Issuance Number and
Effective Date
10.3-13.2, Exh. 01, Winema. 2002-1, 10/02
04-13, Fremont 92-1, 12/92
6 Pages
7 Pages
Digest:
Updates standards to combine Forests information, removes obsolete names, changes SO to
HQ and adds Klamath Falls Office.
FREMONT-WINEMA SUPPLEMENT 6509.17-2004-1
EFFECTIVE DATE: 03/2004
DURATION: This Supplement is effective until superseded or removed.
6509.17, 10
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FSH 6509.17 – AUTOMATED TIMBER SALE ACCOUNTING
CHAPTER 10 – STANDARDS FOR TIMBER SALE ACCOUNTING
10.3 – POLICY
2. Separation of Duties:
a. Ranger District Financial Assistants shall not serve as Collection Officers.
b. The Forest uses the Timber Information Management system (TIM) for permits
and contracts. ATSA input is automated and created through the TIM system.
The District Financial Assistant or the Forest Resource Specialist will submit the
TIM TSA permit files to NITC.
c. The Forest Resource Specialist or assigned backup will enter data in Gates 5-6,
and submit the TIM files to ATSA for all sales except District assigned sales. The
FA or assigned backup will enter data in Gates 5-6 and submit the TIM contract
files for all District assigned sales.
d. Verification. An individual other than the individual who prepared and / or
input the information will verify timber Sale Synopsis and Timber Sale Statement
of Account information. Parties’ verifying shall sign and date documents on date
work is performed.
11 – DATA CONVERSION. Districts shall enter all data into the ATSA system, except: Bond
data, (District Financial Assistants will enter Performance Bonds for District Sales where District
Contracting Officer has signed the Timber Sale Contract), Purchaser Credit Transfers, Specified
Road data and Contract Closure Dates for HQ/Klamath Falls Office sales. (District shall enter
closure dates for District assigned sales.) The Forest Resource Specialist will enter all
exceptions.
11.14 – Scheduler Request. Forest Resource Specialist or assigned backup will set the scheduler
to update the KCIBM as needed.
12 – REPORTS.
12.2 – Synopsis (TSA880P1)
a. 12.21 – Verification. The District Financial Assistant as well as the Forest
Resource Specialist will verify all information on the first synopsis against the
contract and other appropriate source documents, and initial/date the synopsis
within 5 working days of receipt of synopsis or quarter end closure, whichever
comes first. District Financial Assistant will input all corrective action within
the processing month.
FREMONT-WINEMA SUPPLEMENT 6509.17-2004-1
EFFECTIVE DATE: 03/2004
DURATION: this Supplement is effective until superseded or removed.
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FSH 6509.17 – AUTOMATED TIMBER SALE ACCOUNTING
CHAPTER 10 – STANDARDS FOR TIMBER SALE ACCOUNTING
The District Financial Assistant and the Forest Resource Specialist will verify
all changes to the synopsis within 5 working days of receipt. They will post
their initials and the date of verification on the synopsis.
12.4 – Forest Product Report
12.41 – Verification. Copies of 2400-4 contracts (replacement for old Greensheets) will be sent
to HQ’s/Klamath Falls office along with copies of backup documents. Backup documents will
also be retained on the District.
District Collection Officers are responsible for assuring money collected for permits is
transmitted to Lock Box as required.
12.5 – Statement of Account and Supporting Statements.
12.51/12.53 – Verification/Documentation of Changes. Prior to mailing Statements to
Purchaser, the Forest Resource Specialist is responsible for a cursory review of each Statement.
Any required changes will be noted in the remarks area. When the Bill for Collection requires an
adjustment, refer to FSM 6500 (6533-Initial Billing). Klamath Falls Fiscal Management must
receive a written or IBM request from the District or HQ’s/Klamath Falls Office which identifies
the contract, adjustment, why it is being made and who is requesting it.
District Financial Assistant and Sale Administrator or Forest Service Representative shall both
review statements monthly and initial and date within 5 days of receipt.
12.6 – Preliminary (Selective) Statements of Account. Keep current copy of most recent
selective in selective file. Discard when month end statement is received.
12.7 – Administrative Reports.
3. TPSO or contract scale generated Scale Reports shall be retained for the life of the
sale. After sale closure – keep secured with all documents pertaining to the volume
scaled, (Load tickets/books and partially used books, R6-2400-83 cards) until the
contract is destroyed at the end of 7 years (at least) at the District Level. Load receipt
books that have been issued and returned with no tickets used must be documented
and destroyed on the R6-2400-83 card and on the control register.
Copies of all corrections to the scaled volume shall be sent to the Forest Resource Specialist and
the reason documented. Corrections will be supported by documentation from TPSO/scaling
bureau.
Payment Unit Sales (Tree Measurement Sales). A Payment Unit will not be released until cash,
effective purchaser credit, Payment Bond, covers full value of the unit and documented on FS
2400-18 Payment Unit Release Form, dated and signed by the FSR.
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FREMONT-WINEMA SUPPLEMENT 6509.17-2004-1
EFFECTIVE DATE: 03/2004
DURATION: this Supplement is effective until superseded or removed.
6509.17, 10
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FSH 6509.17 – AUTOMATED TIMBER SALE ACCOUNTING
CHAPTER 10 – STANDARDS FOR TIMBER SALE ACCOUNTING
All volume removed within a month on FS 2400-6 and 2400-6T Timber Sale Contracts will be
charged on the Statement of Account.
Add-On volume (BT2.32) will be covered by Payment Bond, Effective Purchaser Credit or cash
before designated for cutting. The 131 (Timber Inspection Report) will document payment unit,
landing, species, date and number of trees to be charged. The 131 will be attached to the New
Report of Harvest or Additional Volume form FS-2400-66. (Found in FSH 2409.15, section
27.25 and 27.3). This is to be done on a day-to-day basis. The 131 and Report Form will be
sent to the HQ’s/Klamath Falls office and the purchaser as backup for additional volume
showing on purchaser’s monthly statement.
All add-on and any other TSA transaction information will be given to the District Financial
Assistant by the 5th workday of the following month. The Financial Assistant will verify the
calculations.
12.73 – Timber Sold and Removed. (TSA478P1/P2) Forest Resource Specialist will retain
quarter end reports for 5 years. (Microfiche copies are kept permanently.)
12.75 – Report of Closed Contracts. HQ/Klamath Falls office will retain quarterly listing of
sales only. (Microfiche copies are kept permanently.)
Before a final closure date (Card 9001) for all sales except District assigned sales is entered into
ATSA, a completed and signed closure audit (Form R6-2400-9 (Timber Sale Administration
Handbook)) will be sent to the Forest Resource Specialist by the District Financial Assistant.
Forest Resource Specialist will review, sign and obtain the appropriate Contracting Officer’s
signature of approval. The Contracting Officer will sign the final Statement of Account.
12.76 – Agreements Scheduled/Past Termination. Review of this report within 10 working days
of receipt is the responsibility of the District Financial Assistant and Forest Resource Specialist.
The District Financial Assistant will alert the SA/FSR who is responsible for notifying
purchasers when bonding extensions are required. Forest Resource Specialist will retain current
report.
OTHER REPORTS:
Status of BD, RM, and EC Fund Balances. (R06TSA-65/66) Forest Resource Specialist will
retain prior and current fiscal year.
Contract Listing with Proclaimed Unit Information. (TSA900-34) Forest Resource Specialist
will retain current report.
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FREMONT-WINEMA SUPPLEMENT 6509.17-2004-1
EFFECTIVE DATE: 03/2004
DURATION: this Supplement is effective until superseded or removed.
6509.17, 10
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FSH 6509.17 – AUTOMATED TIMBER SALE ACCOUNTING
CHAPTER 10 – STANDARDS FOR TIMBER SALE ACCOUNTING
Contributed and Supplemental Funds Payable with Appropriated Funds. (R06TSA-95) Forest
Resource Specialist will retain current report.
Remaining Volume and Values. (TSA907-01) Forest Resource Specialist will retain current
report.
List of Deficit Sales. (R06TSA-111) Forest Resource Specialist will retain this report until the
listed sale is destroyed. (7 years)
Ineffective Purchaser Credit. (TSA903-01) Forest Resource Specialist will retain current
report.
Status of KV, SSF, BD and NFF Fund Balances/Analysis. (R06TSA-681-687) Forest Resource
Specialist will retain prior and current fiscal year.
District Uncut Quantities by Contract. (TSA475) Forest Resource Specialist will retain current
report and final quarter reports for each FY.
Sale Objective – Revenue and Quantity FYTD (TSA570P1) Forest Resource Specialist will
retain current and prior fiscal year.
13 – NATURAL LANGUAGE CHANGES.
13.1 – Requesting Changes. The RO requires Natural Language Changes by the fifth working
day before the end of the calendar month so the change can take place for the current processing
13.2 – Documenting Changes. AD-742 and Timber Sale Deposit Fund adjustment needed as a
result of a Natural Language Change will be done by Forest Resource Specialist, Linda
Doremus. Documentation will be typed on the TSDF Worksheet as well as filed in Natural
Language Change documentation folder.
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