4 FAH-2 H-740
SERVICED AND NON-SERVICED AGENCIES
(CT:DOH-33; 07-22-2013)
(Office of Origin: CGFS/FPRA/FP)
4 FAH-2 H-741 INTRODUCTION
(CT:DOH-33; 07-22-2013)
This subchapter prescribes the level of services provided
by the Department of State to other federal agencies overseas. The Department
of States financial management system in Bangkok and Charleston disburses
funds for U.S. government agencies doing business abroad. CGFS Bangkok and CGFS
Charleston not only provide disbursing, but may also provide varying
levels of accounting and reporting responsibilities. The services provided and
the amount of information that the systems will edit in a strip code depends on
the relationship of the agency to its servicing post.
4 FAH-2 H-742 SERVICED AGENCIES
(CT:DOH-33; 07-22-2013)
If the State Department performs an agencys accounting
services, the agency is considered to be a fully serviced agency. CGFS Bangkok and CGFS
Charleston provide two different levels of accounting services for
serviced agencies as follows:
(1) Serviced agencyserviced allotment; and
(2) Serviced agencynon-serviced allotment.
4 FAH-2 H-742.1 Serviced
AgenciesServiced Allotment
(CT:DOH-33; 07-22-2013)
a. If the USDO has accounting and disbursing
responsibility for the serviced agency allotments, the USDO is responsible for
the allotment ledgers and account balances. The USDO maintains the agencys
strip code elements in the CGFS reference
files, and produce the funding, obligation or payment transactions and records
them in the accounting records for the serviced agency. Reimbursement for this
level of service is established by the post ICASS agreement with the agency or
organization.
b. Both headquarter personnel for the agency, and the
State personnel managing the allotment at the post level, will receive the
following monthly reports: (See 4 FAH-2 H-714
for a complete description of each report.)
FMC-60 Status of Funds Report
FMC-62 Status of Obligation Report (post only)
FMC-80 Transcript of Documents Processed
VADR Voucher Auditors Detail Report
SF-1221 Statement of Transactions According To
Appropriations, Funds, and Receipt Accounts (Foreign Service
Account), (Hqts only)
FS-478 Report of Disbursement by Allotment (Hqts only)
FS-477 Payment and Collection Transfer
ACDA.057 List of Vouchers Processed
c. Adjustments and corrections of rejected
transactions will be the responsibility of State personnel in coordination with
the serviced agencies representative at post.
4 FAH-2 H-742.2 Serviced
AgenciesNon-Serviced Allotment
(CT:DOH-33; 07-22-2013)
a. If the allotment is the responsibility of another
accounting center (e.g., serviced agency personnel assigned overseas), it is
called a serviced agency with a non-serviced allotment.
b. When payments are made against serviced agency and
non-serviced allotments, the fiscal strip is edited, but funds availability is
not verified.
c. In general, the strip code elements, which are
created by posts for their own purposes (e.g., project, property,
debtor/creditor) are assumed to be valid.
d. Accounting and disbursing information provided to
non-serviced agency personnel will be less comprehensive than the information
provided to fully serviced allotments. The monthly reports are mailed directly
to the address of record for each government agency.
e. Form FS-477, Payment and Collection Transfer
Register, will be transmitted to the serviced agencys accounting post. That
is, when CGFS Charleston disburses for
Bonn, the Form FS-477 goes to Bonn. If the disbursement is from a headquarters
held allotment, Form FS-477 goes to the agency headquarters.
f. The FMC-60 and the FMC-62 reports are only produced
at the accounting site for the serviced allotments, which is not the disbursing
post in this instance. The FMC-60 Report is sent to Agency headquarters. The
FMC-62 Report stays at post, and is not sent to headquarters. The FMC-80
Report is created and sent to the post.
4 FAH-2 H-743 NON-SERVICED AGENCIES
(CT:DOH-33; 07-22-2013)
a. If the government agency maintains its own
accounting functions for all its locations abroad, it is called a non-serviced
agency. For the non-serviced agency account, the financial management system
will not verify the accuracy of the strip code elements. The system will only
edit the appropriation and Treasury bureau code for the non-serviced agencies.
This is because not all of the reference materials are maintained in the
respective edit files and tables. The strip code elements are reported on all
vouchers and Form SF-1167, Voucher and Schedule of Payments (Continuation
Sheets). Strip code data for non-serviced agencies must be submitted to the
servicing post and entered into the financial management system so it will
appear on the monthly VADR, which will be used for accounting purposes by the
headquarters of the non-serviced agency. The USDO will make payments, report
disbursements to Treasury, and send Form SF-1221, Statement of Transactions
According to Appropriations, Funds, and Receipt Accounts (Foreign Service
Account), List of Vouchers Processed (ACDA.057), and VADR to the address of
record for each non-serviced agency or bureau.
b. The USDO is responsible for making payments,
accepting collections and reporting these transactions to the Treasury at
month-end.
c. To support transactions made by CGFS, the following reports are sent by CGFS Bangkok and CGFS
Charleston to each non-serviced agency:
(1) Form SF-1221;
(2) VADR; and
(3) List of Vouchers Processed, ACDA.057.
d. All disbursements and collections processed through
the USDO will appear in the Treasury Undisbursed Appropriation Account Ledger, Form FMS-6653.
e. The USDO will edit both appropriation and Treasury
bureau codes for non-serviced agencies. The Department of States financial
management system will not, however, verify the accuracy of the complete strip
code elements, as they are not kept in the posts reference files or tables.
4 FAH-2 H-744 THROUGH H-749 UNASSIGNED