MEMORANDUM FOR: SEE DISTRIBUTION
SUBJECT: Closing Schedule for Fiscal Year 2020
The following procedures and due dates are established to accomplish an accurate and timely financial
closing on 30 September 2020. These procedures and due dates apply to CCDC AC, JPEO A&A, PM
SW and tenant organizations unless otherwise directed by their higher command.
Please be aware that dates are subject to change, based on guidance updates.
SYSTEM CLOSE DATES:
GFEBS:
GFEBS POC: Kyle Ferris, x7006
ALT POC: Robert Dombroski, x6616
usarmy.picatinny.usamc.list.gfebs-questions@mail.mil
1.
2.
GFEBS will lock any postings for FY20 at 23:59 EDT, 30 September 2020
USAASC (A5X) – close out 1200 EDT, 29 September 2020
ATAAPS Labor/GFEBS Payroll:
POC for ATAAPS & GFEBS Labor: Doug Dzwonczyk x3714
ALT POCs: Christine Bello X6217 & Diane Gemignani x7902
ATAAPS Helpdesk: usarmy.picatinny.ardec.mbx.ataaps-question@mail.mil
** It is necessary at Fiscal Year End to do estimated postings for September work dates. GFEBS requires all commands to post labor
data early so all obligations for payroll against WBS/Projects can be recorded allowing sufficient time to analyze any overrun Sales
Orders/ Projects and make the necessary adjustments so that NO overruns are present for Fiscal Year End close.
Actual and Estimated ATAAPS for work dates 1 – 30 September 2020:
1.
Estimates for the month of September 2020 can be entered in ATAAPS starting Monday, 17 August 2020. The
suspense for entering September 2020 estimated hours is Friday, 4 September 2020. Estimated hours must be adjusted
in ATAAPS as needed through September to reflect actual hours worked and any leave taken.
2.
Daily reports of missing estimated hours will be distributed beginning Wednesday, 2 September 2020. These reports will
continue to run daily to monitor for any deleted hours due to Analysts removing L28 or L29 interface indicators.
3.
The date of the FINAL pass of ATAAPS data to GFEBS for FY 2020 will be Friday, 18 September 2020 at 1500 EDT.
At that time, the interface from ATAAPS to GFEBS will cease until a date TBD in October 2020 - meaning any updates
to timesheets to include WBS changes will NOT reflect in FY2020. After 21 September, only necessary time and
attendance corrections (ex: change of leave hours) for these transactions should be coordinated with the supporting
Program Analyst
ATAAPS Labor Notes:
1.
Page 1 of 6
ATAAPS will be passing a daily file of labor postings to GFEBS. Errors through Friday, 18 September 2020 will be
reviewed and worked daily by MAD. Analysts will be contacted individually for corrective action on ATAAPS errors as
required.
Updated as of 27 July 2020
2.
Each daily ATAAPS file includes new ATAAPS postings through the current pay period as well as corrections to prior
periods. * this process change effective 17 August 2020 to include postings through 30 September 2020*
3.
Analysts requiring WBS changes to ATAAPS for prior periods must have their timekeeper make the WBS changes. This
is especially critical for correction of overruns and so the associated overhead postings are properly accounted for.
4.
ALL WBS changes made in ATAAPS after 1500 hours on 9/18/20 will not pass to GFEBS until FY21.
5.
Do NOT post any entries in ATAAPS for work dates beyond 30 September 2020 until specifically instructed to do so
6.
A97EM customers will see ATAAPS budget exceeded errors posted in ‘override’ daily thru 9/18/2020.
7.
Fiscal Year End and Year Start management of Interface Indicators (L28 for A97EM & L29 for A5X)
a.
b.
c.
d.
e.
Interface Indicators (L28/L29) should NOT be added for FY21 WBS until instructed to do so.
Prior to 10/1/20, there is no specific suspense date for removal of L28/L29. Analysts should remove L28/L29
as they see fit to manage execution.
i. Removal of L28/L29 will close that WBS# effective the beginning of the pay period the L28L29 is
removed.
ii. Any ATAAPS posted within the pay period the L28/L29 is removed, will be deleted in ATAAPS and
the hours will be removed in GFEBS
iii. If you want to remove L28/L29 and keep the hours on the WBS, the L28/L29 should be removed no
earlier than the 2nd Friday of the pay period. If you remove it prior to that time, all hours will be
removed for that pay period
Once FY21 begins, CCDC AC Analysts MUST take action on all EXPIRED WBS#s associated with A97EM.
By COB 10/8/2020, any A97EM WBS that is EXPIRED effective 09/30/2020 AND IS NOT being charged for
time on work dates 9/27/20 thru 9/30/20, MUST have the L28/L29 removed. This will close the WBS effective
9/27/20 thus avoiding the risk of the WBS being used for FY21 ATAAPS.
By COB 10/22/20, all WBS #s EXPIRED as of 09/30/2020 for A97EM MUST have L28/L29 removed.
i. This is a fund propriety issue – expired funds charged to FY21 ATAAPS is an ADA violation.
GFEBS PAYROLL:
The Final payroll process within GFEBS for FY20 will be for PPE 12 September 2020. This process is scheduled to run 20-21
September 2020. The payroll process will also post 13 days of accrual for the period 13-30 September 2020. These postings will
all go against the Cost Center/LOA for each employee as listed in GFEBS HRMM.
**PEO (A5X) funds centers should be monitoring their balances of ARMY Funded Program. ALL AFP “A” fund balances MUST BE
ZERO by the Year End Cutoff date. MAD will distribute periodic reports of the status of all AFP.
ARMY FP for A97EM balances are being monitored and worked by FM Operations.
Cash Awards
Managerial POC: ATAAPS Helpdesk: usarmy.picatinny.ardec.mbx.ataaps-question@mail.mil
JPEO A&A/PM SW Analysts: MeSpace portal Automated Incentive Awards functionality isn’t utilized by A5X fund centers,
Analysts supporting these fund centers MUST provide the MANUAL, fund certified award documents for the cash awards that MUST
BE OBLIGATED prior to FY2020 closing to their Accountants with documentation for FMZ obligation by Thursday, 24 September
2020 for timely obligation in GFEBS.
A97EM Analysts: The Automated Incentive Awards functionality will remain OPEN throughout Year End. MAD OBS will obligate
all cash awards that have been work flowed to MAD OBS until COB Friday 25 September 2020. Any automated incentive award
documents work flowed to MAD OBS after COB FRIDAY 25 September 2020 will NOT be obligated until GFEBS reopens for FY21
business in October. The EXCEPTION to this will be Cash Awards that are using funds expiring 09/30/2020. Analysts fund certifying
Page 2 of 6
Updated as of 27 July 2020
Awards with expiring funds MUST alert their ACCOUNTANT, NOT MAD OBS, of this situation and the Accountant will work with
MAD OBS to process timely obligation of the expiring funds.
Cash awards disbursed PPE 12 September 2020 that are lacking an FMZ obligation and supporting documentation will be distributed
to the accountants by Wednesday, 23 September 2020 for immediate resolution. 100% of cash awards MUST be transferred off the
Army Funded Program FY20 by Noon Friday 25 September 2020.
**Accountants must retain all fund certified award documents in order to meet Audit compliance guidelines for MODs.
.
TRAVEL:
POC for Travel: DTS Helpdesk - usarmy.pica.rdecom-ardec.mbx.dts-helpdesk@mail.mil
1.
All travel that references FY2020 Funds MUST be entered into DTS by 1600 EDT Monday 27 September 2020 in order for
it to flow to GFEBS and be obligated prior to FY 2020 closing.
2.
If travel crosses FY20 and FY21, and you have your FY21 LOA, use both LOA’s on the travel orders within DTS. DTS
will only send the FY20 LOA now. Once the connection is re-established between GFEBS and DTS for FY21, DTS will
send the remaining obligation for FY21.
3.
If travel crosses FY20 and FY21, and you DO NOT have your FY21 LOA, use your FY20 LOA on your travel order.
BEFORE creating your travel voucher, update your travel orders with the new FY21 LOA and allocate charges between the
years as appropriate. Once the orders are correctly updated a voucher can be created.
4.
City Pair fares for FY21 will be loaded in DTS/GFEBS in September 2020.
TRAINING:
Training POC: Ilona George x9566 or Tara Hall, x9386
GPC (Non-Miscellaneous Pay) Helpdesk: usarmy.pica.usamc.mbx.gpc-helpdesk@mail.mil
Miscellaneous Pay Helpdesk: usarmy.pica.usamc.mbx.misc-pay-helpdesk2@mail.mil
1.
All FY20 training requests paid with the GPC (Non-Miscellaneous Pay) need to be entered into GFEBS by COB 25 September
2020.
2.
For all FY20 training requests paid via the Miscellaneous Pay process, please refer to the Miscellaneous Pay section.
3.
For any training requests required after 25 September 2020, and that has not already been entered into GFEBS, you MUST
contact your Program Analyst PRIOR to entering it into GFEBS, so the Analyst can provide you with the correct Line of
Accounting.
MISCELLANEOUS PAY:
POC for Misc. Pay: Ilona George x9566 or Tara Hall, x9386
POC for Misc. Pay Obligations: usarmy.pica.usamc.mbx.misc-pay-helpdesk2@mail.mil
All items, (SF1034, invoices, SF1082, etc.) that require payment/obligation via the Miscellaneous Pay process will need to be
submitted to Managerial Accounting, via email address listed above, by the following dates:
Misc Pay invoices Greater than $10k must be received by COB 11 September 2020
Misc Pay invoices less than $10k must be received by COB 18 September 2020
Page 3 of 6
Updated as of 27 July 2020
MISCELLANEOUS OBLIGATING DOCUMENTS (MODs):
POC: Ilona George x9566 or Tara Hall, x9386
For GFEBS MODs (cash awards), please see Cash Awards section (page 2). For all other MODS (except cash awards), complete the
attached MOD spreadsheet and forward spreadsheet to Ilona George via email at (ilona.s.george.civ@mail.mil). No other MOD
request format will be accepted. All MOD spreadsheet requests need to be submitted to Ilona George 1600 EDT 29 September
2020.
*For expiring funds only
Supporting documentation needs to be provided and it includes travel authorization in DTS or receipts for miscellaneous payments
FY20 Yearend MODs
BLANK.xlsx
TAC CODE REQUESTS for GOVERNMENT BILLS OF LADING
(GBL):
POC: Steve Konopka, x4297 or Heather Bird, X8901
*** FY21 renewal/new TAC request Workbooks will be issued for use the week of 10 August 2020. The TAC team will start
accepting renewals for FY21 o/a 12 August 2020 ***
1. All FY19/ FY20 GBL charges should be entered into POWERTRACK pay system by 27 September 2020 in order for it to flow
to GFEBS prior to fiscal close.
2. Any TAC charges created after 27 September 2020 MUST go through your Program Analyst PRIOR to the TAC being used. The
Program Analyst may need to submit a MOD. For further guidance on a MOD, please see Miscellaneous Obligating Document
section (MODs).
3. FY21 Renewal forms to be issued as soon as they are available. Please include the WBS and the projected usage amount on the
spreadsheet. All TAC renewals and new requests MUST be signed by the analyst on the "G8 Review Statement" tab of the
spreadsheet. Send the completed form to Steve Konopka via email to create the FMZ number in GFEBS.
a)
For CCDC AC, Steve will then forward the completed form to CCDC & AFC for input into the Powertrack system making
the TAC valid for use on October 1st.
b) For the PMs, Steve will return the completed form back to the analyst for them to forward to their TAC Administrator Ms. Jo
Ann Thomas, Powertrack system.
4.
When the NEW TAC is issued, the analyst must inform Steve by email as to what that new TAC is.
5. Shipment requests funded with an expiring appropriation will not result in a GBL being issued prior to 1 October 2020 and must
be returned to the initiator for a FY20 appropriation and citing a WBS. The revised request must be annotated "FY20 Certified
Subject to Availability of Funds."
GCSS, NSN Supply Purchases and FAS (Fuel) Card:
Managerial Accounting POC: Ilona George, x9566 or Doug Dzwonczyk, x3714
SARRS/PBUSE LRC POC: Anthony Maione, x2601
Non-GSA Vehicle FAS (Fuel) Key DOL POC: Joe Scavone, x2911
All NSN purchases required for obligation for FYE20 should be sent to building 91 by COB Monday, 28 September 2020. This
especially applies for any orders that will use expiring funds and orders considered urgent.
Drawback of expiring customer funds- Analysts needing to drawback expiring customer funding from GCSS must send these requests
to COCP with CC Ilona George by COB 31 August 2020. All requests must include an up to date fund status report from GCSS
Page 4 of 6
Updated as of 27 July 2020
verifying the amount is correct. Funds transfers for direct GCSS funding will be coordinated with Investment Appropriations Branch
P&BD.
Non-GSA vehicle FAS (Fuel) Keys will be locked at 1500 hours on 29 September 2020.
Once the responsible Financial Analyst provides a valid FY20 WBS with proper Fund Certification documentation to Joe Scavone and
GFEBS is open for FY20 postings, individual FAS/Fuel keys will be reopened. Any FAS Keys lacking the valid FY21 WBS will
remain locked.
CONTRACTS, PURCHASE ORDERS (PROCUREMENT), OTHER
GOVERNMENT AGENCIES (OGAs), and MATERIALS AND
EQUIPMENT:
POC for Contracts, POs, OGAs, Materials and Equipment: Ilona George x9566 or Tara Hall, x9386
POC for Contracts, POs, OGAs, Materials and Equipment Obligations: Accountant for specific Cost Center or
usarmy.pica.usamc.mbx.mad-obs@mail.mil
***NOTE*** It is imperative that all obligation requirements be processed IAW with this YE letter. DFAS-Columbus is not allowed
to process pen and ink adjustments to reports as mandated by DOD.
1. All procurement requests must be accompanied with a summary and back-up of the market research done to demonstrate that a
commercial buy is not possible and that the requirement cannot be modified to permit a commercial buy. Failure to have done
this can significantly delay procurements as we are mandated to consider a commercial item or service before we can consider a
non-commercial buy. NOTE – Please contact your ACC-NJ POC for any procurement related questions you may have.
2.
Government Credit Card orders should be entered into GFEBS by 1600 27 September 2020. For any Government Credit Card
orders required after 27 September 2020, and that has not already been entered into GFEBS, you MUST contact your
Program Analyst PRIOR to entering it into GFEBS, so the Analyst can provide you with the correct Line of Accounting.
3.
Orders to Other Government Agencies (OGAs) will be obligated through 30 September 2020 upon receipt of the acceptance
copy of the order from the OGA. In addition, the Managerial Accounting Division will record obligations via e-mail to
usarmy.picatinny.usamc.mbx.mad-obs@mail.mil.
4.
OGAs citing expiring funds for which acceptance copy or transmitted obligation data is not received from OGA will be decommitted.
MANUAL COST ALLOCATIONS
(AUTOMATED 1081s):
GFEBS:
POC for Manual Cost Allocations - Accountant for specific Cost Center
Manual Cost Allocations (FV50 & FB50 transactions) must be submitted to your specific Accountant NLT 26 September 2020 for
processing of transfer. Any FB50 or FV50 actions that will result in a 1081 (across fiscal years or appropriations), citing reimbursable
funds, must be completed in order to be included in September billing
Page 5 of 6
Updated as of 27 July 2020
SALES ORDER OVERRUNS:
GFEBS:
New Sales Order Overruns should be cleared/worked daily. Any overruns that require timekeeper adjustments/changes, within
ATAAPS, should be entered into ATAAPS by 20 September 2020. This is to ensure all corrections flow accurately PRIOR to the
FINAL ATAAPS pass to GFEBS at 1500 hours on 18 September 2020
Any sales order overruns that still exist after the final interface on 21 September, will require a KB15N correction in GFEBS and must
also be corrected in ATAAPS. These corrections will pass into GFEBS in October and at that time the KB15N needs to be reversed
by the Program Analyst.
SALES ORDER/PROJECT REBUILD:
Legacy & GFEBS:
POC for Reimbursable Orders: Jeff Roby, x1925
POC for Project Rebuild: Kyle Ferris, x7006
REIMBURSABLE ORDERS:
CCDC-AC Rebuilds – All projects (including GCSS) with a 204020A19 fund that have expiration dates greater than 30 Sept 2020
will be rebuilt regardless of balance. This will be done by PS team. If a project has zero balance and you do not want the project
rebuilt, work with COCP and the customer to change the expiration date to Sept 30, 2020.
A spreadsheet of CCDC-AC funded programs with a fund of 204020A19 and expiration dates greater than 30 Sept 2020, will be sent
to the AFC TIER II help desk and a new line item will be built on each Sales Order. This list will be sent by 25 SEPT 2020 COB
(this is a tentative date).
***COCP will not extend Period of Performance dates after 23 SEPT 2020 (this is a tentative date) for fund 204020A19. Period of
performance date extensions that come in on or after 25 SEPT 2020 (this is a tentative date) will be held until the beginning of the
new FY since it has proven to be problematic in the past, due to the GFEBS rollover process.
***204020A20 fund Period of Performance date extensions will process through 30 SEPT 2020 with no issue.
If you have a Funded Program that is not on the list that is sent to our TIER II Helpdesk, likely due to a hold on expiration date
change, the new WBS structure will need to be rebuilt by a CCDC-AC Field Program Analyst. The new line items on these sales
orders will be handled by COCP after the new FY begins. This will happen when COCP is notified of the new Funded Program by the
Field Program Analyst.
**The PMs and ACC-NJ rebuild process will be handled by each organization according to their HQ guidance.
LMP
On 9/30/20 - 1600 EDT all non-financial users will be locked out of LMP ECC to prepare for yearend close. 2000 EDT the
financial users noted below will be locked out so that the “technical” close can be initiated.
LMP is going to restrict access to the system on 30th September. The individuals listed below will be the ones with access
during late hours to take care of any last minute entries and/or changes.
Kyle Ferris
Ken Sturniolo
Ilona George
Alfred Bolognini
Tara Hall
Page 6 of 6
Nikia Carmichael
Brian Eng
Dieulane Sainte
Sangeeta Sinha
Helen Kushner
Carrie Johnson-Maxwell
Robin Dirienzo
Amy Mertz
Updated as of 27 July 2020