FINANCIAL MANAGEMENT

 
FAP (Field Accounting Procedures) replaces Postmaster/Field Guide, available on many finance webpages.

 
Trust Fund Binder:

Postage Due/Business Reply Mail – form 25s (if you have more than one, you need a master)

Periodicals – form 3543

Permit Imprint – form 3609s (if you have more than one, you need a master form 25)

Non-Profit list from Classification Center – you should also have a file folder for each organization containing their letter of approval/denial, changes, etc.

Employee overages and 247/647 log – form 25s

Meter information – with the switch to electronic meters, most of our responsibility for meter examination and record keeping has been eliminated.

Keep the 3083 with this binder.  You can verify the balance with the Customer Trust Balances report on the Financial Control webpage, or with the automatic email report.  Occasionally you will be required to verify your balances at the end of a month online on the Dakotas finance page.

Keys:

Arrow key log - daily

3977s – check semi-annually (instructions on Accounting webpage)

Clerk cash/stamp credit keys – check annually to make sure they don’t open another clerk’s till.

Rotary Keys – registereds

Metro Keys – collection boxes

Observation Room key – log (can be cleaned only the first Monday of the month.)

Keep any extra keys not used for the cash drawers/accountabilities in 3977 duplicate key envelopes.

Credit Cards:

Logs available on the Dakotas Purchasing webpage

Monthly log - $10,000 declining balance, new log each month

YTD log – declining balance starting with your approved bulk funded amount

Copy of your approved bulk funded IMPAC requisition

When you get your invoice, check all charges and staple receipts, monthly log and signed statement together.

Vehicles:

Approved Bulk Funded Vehicle requisition

Log with YTD declining balance

Verify all Voyager receipts on the eFleet website monthly and staple receipts to printout.

Verify vehicle use in AVUS daily and print history at the end of the month.

Submit Summary of Minor Repairs, if any, to Ray Cheney monthly.

Anything over $100 should be reported on a 4541 (parts from Sioux Falls count towards the $100).  Repairs under $100 can also be reported on the 4541.  If you report all repairs on the 4541, you will not have anything to report on the Summary of Minor Repairs.

Bulk Funded Supplies and Services requisition:

For lawn care, snow removal, MDC Topeka orders, and anything else not purchased through eBuy or IMPAC or bulk funded vehicle.

Print approved requisition and use a log with a YTD declining balance.

The bulk funded IMPAC, bulk funded vehicle, and bulk funded Supplies and Services should then cover you with approval for all purchases, since anything in eBuy is subsequently approved.

Refunds: Financial and Other Links webpage

AIC Corrections:  Accounting webpage

Postmaster/OIC Files on the Training webpage:  lots of logs and lists for your use.

Counts and Accountablility:

Reports on Financial Control webpage:  Excess Stamp Stock, SIA Count Compliance, WA Risk Assessment Spreadsheet, AIC 247/647 line detail, Employee Trust and Suspense balances.

Reports on the Accounting webpage:  POS count sheets, Count Frequencies, Accounting Forms.

Stamp credit counts: clerk

• Every 4 months
• Shortages to AIC 767.  Paid using AIC 367.
• Overages to AIC 057.  Move to AIC 123 after one year with offsetting entry to AIC 457.

Cash Credit Counts:  clerk POS

• Monthly
• Shortages to AIC 764.  Paid using AIC 364. 
• Overages to AIC 068.  Move to AIC 123 after 90 days with offsetting entry to AIC 468.

Use form 25 to record overages and time elapsed since deposit. 

Payroll:

TACS online (much better than phone)

Username: one letter then 5 digits

Alpha Mapping:

Password:  one letter then 5 digits

Database:  tacs10

Time>Timecard Entry

Time>1314 Entry

Time>1314A Entry

Time>LTATS Entry

System>Exit>yes

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