2409.15_40
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FOREST SERVICE HANDBOOK
BOISE NATIONAL FOREST (REGION 4)
BOISE, ID
FSH 2409.15 – TIMBER SALE ADMINISTRATION HANDBOOK
CHAPTER 40 – PAYMENTS
Supplement No.: r4_boise_2409.15-97-1
Effective Date: June 20, 1997
Duration: Effective until superseded or removed
Approved: DAVID D. RITTENHOUSE
Forest Supervisor
Date Approved: 06/20/1997
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):
2409.15_40
8 Pages
Superseded Document(s):
2409.15,40
3 Pages
Digest:
40
Provides Forest-wide standards, procedures, roles, and responsibilities for timely
flow of volume removal data, bonding, and timber sale information into the TSA
system.
BOISE SUPPLEMENT 2409.15-97-1
EFFECTIVE DATE: 06/22/1997
DURATION: Effective until superseded or removed
2409.15_40
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FSH 2409.15 – TIMBER SALE ADMINISTRATION HANDBOOK
CHAPTER 40 - PAYMENTS
41.04 – Responsibility
This supplement provides Forest-wide standards, procedures, roles, and responsibilities for
timely flow of volume removal data, bonding and timber sale information into the TSA system
by the closing dates published by the Regional Office, annually. Also included is a flow chart
for timely submission of timber sale data.
Policy.
1. The log scale volume system will be used for the expansion of scale data in
determining the expanded volume charged under the timber sale contract. The standards of
operations and audit, as described in this supplement must be met by the responsible personnel to
assure accuracy of the expanded volume.
2. Timber sale contract, inspection reports or other source document will be used as the
basis for volume charged under the timber sale contract for tree measurement sales.
Responsibility.
1. The Timber Sale Contracting Officer has the ultimate responsibility for the accuracy
of the log scale volume or volume estimate charged under any timber sale contract for which he
or she is the contracting officer.
2. The Sale Administrator is responsible for initiating the Scaler's Information Form and
coordinating with the Forest Measurements Specialist, to ensure this information correctly
reflects the timber sale contract during the life of the sale. The Forest Measurements Specialist
is responsible for determining scaling frequency and sorts. The specialist is also responsible for
calculating frequencies each quarter, and preparing scaler information form for distribution to the
scalers at each site and the District prior to the beginning of haul or at the point of any change in
the information. The Scaler's Information Form will be the source of data entered in the log
scale program.
3. The Scaler is responsible for accurately recording the scaled log data and the nonscale
load data and submitting this information to the Log Scale Volume System Operator (District
Resource Clerk/ Assistant). On tree measurement sales, the Sale Administrator is responsible for
submitting release, cut, and accept dates for payment units, as well as partial cut information, to
the District Resource Clerk/Assistant.
4. The District Resource Clerk/Assistant is responsible for the operations of the Log
Scale Volume System on the District. The clerk is responsible for ensuring all load and sample
scale data is entered and processed in the program, including management of data base in
compliance with the Standards section. On tree measurement sales, the clerk is responsible for
correctly inputting volumes released, cut, and accepted by the Sale Administrator.
BOISE SUPPLEMENT 2409.15-97-1
EFFECTIVE DATE: 06/22/1997
DURATION: Effective until superseded or removed
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FSH 2409.15 – TIMBER SALE ADMINISTRATION HANDBOOK
CHAPTER 40 - PAYMENTS
5. The District Resource Clerk is responsible for verifying the log scale volume data is
entered into the automated timber sale accounting system prior to the month-end closure. The
Sale Administrator is responsible for verifying the released, cut, and accepted dates on tree
measurement sales.
6. The Forest Timber Sale Accounting Coordinator is responsible for the overall
coordination of the data entry into the Automated Timber Sale Accounting program.
Standards.
1. Security. Password identification shall be limited to the individuals assigned to the
operation of the Log Scale Volume System. Each District must have at least two individuals
trained in the operations of the program to provide support to the volume computation process.
Each individual will maintain a separate password and user name.
2. Data Accumulations.
a. Sale information set-up and maintenance shall be obtained from source documents
providing the required information, such as the timber sale contract, scaler's
information sheet, and inspection reports.
b. Tickets issued information will be obtained from the District's accountability
records for load receipts issued under the timber sale contract. This information will
be entered into the program at the time of issue to the purchaser of the contract.
c. Sample load scale data shall be transmitted daily by electronic file from scaler's
data recorders to the District's computers. A hard copy of each scaled load printout
will follow by mail daily.
d. Nonscaled load data shall be transmitted daily by electronic file from the scaler.
Load receipts and weight tickets will follow by mail daily.
e. If electronic transmission fails and data cannot be retransmitted, the data must be
entered from source documents such as, hard copies of scale tickets, load receipts and
weight tickets weekly or more frequently to meet timber sale accounting input
deadlines.
f. In the event of a lost load or a lost sample load, the Sale Administrator will
investigate and document the circumstances and determine action under C6.85 or
C6.851. In addition, the Resource Clerk/Assistant will hand input the information
into the log scale program and document the receipt number of the data used to
expand the volume.
g. In the absence of a hard copy log load receipt within 1 week of haul, the Resource
Clerk/Assistant will notify the Sale Administrator who will investigate and obtain
BOISE SUPPLEMENT 2409.15-97-1
EFFECTIVE DATE: 06/22/1997
DURATION: Effective until superseded or removed
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FSH 2409.15 – TIMBER SALE ADMINISTRATION HANDBOOK
CHAPTER 40 - PAYMENTS
documentation on form BNF-2400-20, Documentation of Missing Load Receipt(s).
This form will become the source document.
h. Maintain a backup of the database (logscale.mdb) after end of each quarter's
processing. Backup data must be maintained on a floppy disk or similar device in a
secure location protected from fire, theft, or vandalism, and must be archived every
quarter.
i. Hard copies of scaled sample load tickets and nonscaled load tickets will be the
source documents for verification and permanent record keeping.
j. For Offsite Scale (other Forests, other Regions), Scaler will transmit electronic data
to the Supervisor's Office. The SO will transfer the electronic scale records to floppy
disk to appropriate Forest or Region.
Scaler's must mail the hard copies of scale sheets daily.
3. Data Processing.
a. Process scale data as it is received, or daily as a minimum.
b. Maintain batch control record of files received from scaler, converted to PC
language and loaded into the data base (see Exhibit No. 3 in the USFS Log Scale
Volume System User's Guide.)
c. In the absence of a hard copy log load receipt within 1 week of haul, the Resource
Clerk/Assistant will notify the Sale Administrator who will investigate and obtain
documentation on form BNF-2400-20, Documentation of Missing Load Receipt(s) or
similar form. This form will become the source document.
4. Verification.
a. Each load included in the Sample Scale Report generated from the Log Scale
Volume System must be reviewed by the District Resource Clerk/Assistant or
designated back up to verify the following:
(1) all loads hauled are included and have appropriate date;
(2) the load is included in the correct sample frequency group;
(3) the load is correctly reflected as a scaled load (under Scaled column with an "S")
or as a nonscaled load (with load and weight under Nonscaled column);
(4) each load on the Sample Scale Report has volume information included in the
load summary report.
BOISE SUPPLEMENT 2409.15-97-1
EFFECTIVE DATE: 06/22/1997
DURATION: Effective until superseded or removed
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FSH 2409.15 – TIMBER SALE ADMINISTRATION HANDBOOK
CHAPTER 40 - PAYMENTS
(5) the header on each scale sheet has the appropriate scale method, for example, 3P); and
(6) the correct KPI (sum of estimated volume) is entered into the sample scale data
on 3-P scale.
(7) correct weights are entered from each sample and nonsample load, if the sale uses
weight.
b. The net volume, by species, displayed on the Load Summary Report will be
verified with the volume summary on the hard copy of each sample scaled load
printout.
c. The individual performing the verification process must initial and date the report
to confirm completion of the verification. All exceptions noted during the
verification and corrective action must be documented on the report.
d. All corrections regarding scaled sales must be entered through the log scale
program.
e. Verification must be performed as a continuous process during the month,
however, all data must be verified, and corrections processed prior to the monthend
transfer of volume totals to the Automated Timber Sale Accounting system. The
transfer of monthly volume totals must be accomplished 2 working days prior to the
scheduled timber sale accounting closure for that month. The Volume Statement of
Account Report must be verified to the Timber Sale Statement of Account for
accuracy of volume reporting and charging for the month.
f. The timber sale accounting standards of separation of duties must be maintained.
When the scale data is received electronically from the scaler, the verification can be
accomplished by the individual processing the scale (Resource Clerk/Assistant).
When the scale data is manually entered into the program, another knowledgeable
individual, identified by the District must do the verification.
g. Payment Unit add-on or deleted volume input into timber sale accounting by the
District Resource Clerk must be verified by another individual, identified by the
District to ensure accuracy from the source document to timber sale accounting.
BOISE SUPPLEMENT 2409.15-97-1
EFFECTIVE DATE: 06/22/1997
DURATION: Effective until superseded or removed
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FSH 2409.15 – TIMBER SALE ADMINISTRATION HANDBOOK
CHAPTER 40 - PAYMENTS
5. Data Retention.
Scaled Sales.
a. At a minimum, the following scale reports must be retained with the sale contract
folder:
(1) Tickets Issued Report (Quarterly)
(2) Load Summary Report
(3) Periodic Volume Summary Computation
(4) Volume Statement of Account
(5) Log Scale Corrections Report
(6) Nonscale Header Report
b. Steps for verifying log load accountability records:
(1) Review of the tickets issued report to ensure all loads hauled are included and
processed with the current quarter (assuming the load verification has been previously
completed).
(2) Individual completing this review shall initial and date the ticket issued report for
the quarter.
(3) With the above verification completed, the log load receipts and weight slips do
not need to be retained. When this accountability requirement is completed quarterly,
this will eliminate the need for verification of data at the time of sale closure.
Tree Measurement Sales. All source documents regarding volume charged for must be retained.
BOISE SUPPLEMENT 2409.15-97-1
EFFECTIVE DATE: 06/22/1997
DURATION: Effective until superseded or removed
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FSH 2409.15 – TIMBER SALE ADMINISTRATION HANDBOOK
CHAPTER 40 - PAYMENTS
Following is a table of activities that must be completed by the responsible person(s) by the
indicated timeframes:
ACTIVITY
DUE DATE
RESPONSIBILITY
Projections input into
TSA system
25th day of month
25th day of month
Sale Administrator
Resource Clerk
Bond allocations input
into TSA
Prior to the end of the
current month
Sale Administrator
Forest TSA Coordinator
All scale records
received by Ranger
Districts (scale/load tickets
mailed daily – electronic
and hard copy.
5 days prior to closure
Scalers
Process and verification of
scale/nonscale information
Daily
District Resource
Clerks/Assistants or
designated backup
It is highly recommended that reports are run weekly to identify discrepancies.
Tree Measurement Sales
Volume removed
estimates for TSA
2 days prior to
running preliminary
Sale Administrator
Volume estimates input
into TSA
1 day prior to
running preliminary
District Resource
Clerk/Assistant
Review of volumes
1 day after preliminary
is run
Sale Administrator
Input into TSA system
1 day prior to running
Preliminary
Resource Clerk/Assistant
Request preliminary
statements
3 days prior to closure
TSA Coordinator
Scaled Sales
BOISE SUPPLEMENT 2409.15-97-1
EFFECTIVE DATE: 06/22/1997
DURATION: Effective until superseded or removed
2409.15_40
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FSH 2409.15 – TIMBER SALE ADMINISTRATION HANDBOOK
CHAPTER 40 - PAYMENTS
ACTIVITY
DUE DATE
RESPONSIBILITY
Review of volumes
1 day after preliminary
is run
Sale Administrator
Final current month’s
business into TSA by
2 days prior to closure
District Resource
Clerk/Assistant
Retransmit any failed
TSA transmissions
Up to closure
Resource Clerk/Assistant
Close TSA
Designated closure date
as established
TSA Coordinator/
Backup by the RO
Review and initial TSA
statement of account
Within 5 days after
closure
Sale Administrator
TSA initial input
- Enter timber sale contract
information
- Contract number
- Purchaser
- Volume/rates/species
- Periodic Payment
- Transfer in PRC limit
- Purchaser road credits
- Performance bond
4th day after sale award
District Resource
Clerk/Assistant
Verification/correction
of first synopsis
5th day after sale award
Sale Administrator
Scaled Sales (continued)
New Timber Sales