Navy Fund Codes-UFCF Presented by: Joshua A. Sherman

UNIVERSAL FUND CODE FILE (UFCF) The UFCF is a mainframe database used to interface fund code data into both DFAS/VISTA and Navy ERP. The LOA in the associated fund code must be present on the CMET prior to an update on the UFCF. There are several field on the UFCF which are completed during a fund code update request.

UFCF Fields Fields: Service Designator Code Chargeable Activity – DODAAC if specific to one activity, blank if valid for entire Service Code Valid Fiscal Year – One Character Year dictating the FY reflecting the validity period Department Code Appropriation Fiscal Year Fund Symbol (APPN) – Appropriation, Basic Symbol Subhead (SBHD) – Limit

UFCF Fields (cont.) Bureau Control Number (BCN) Sub-Allotment (SA) Authorized Accounting Activity (AAA)

My processes: Request is received from approved command comptroller/authorized POC. The request must be on CMET (centralized master edit table) which stores all valid Navy LOAs. The request form is reviewed to ensure all fields are completed and valid (required for audit purposes). I will then e-mail UFCF maintainer (Len Beish) to discuss the request and a way forward. Each scenario is different based on what result is desired.

Cont. I will update the customer on what the UFCF maintainer advises, ensuring everyone is on the same page. Then a final confirmation is sent to Mr. Beish on what we want reflected on the UFCF. The customer is then notified the update has been made. An official e-mail confirmation is sent from Len Beish. This provides a link to where the update can be viewed as well on the NAVSUP site (anyone with CAC access can view the file).

Continued An update is manually entered on the DLATS fund code file by myself.

Agency Narr./Comment Field DAAS This is part of the entry I will make on the DAAS fund code file. It ensures the correct agency is identified as the owner of the fund code. The agency is identified by a DSG/Designator code (e.g. DSG 24= NAVSEA). This code is also used to identify the agency who owns the LOA in CMET. The commands may have other uses for this field (I would have to defer to the commands to speak on).

Annual Data Call Preparations All the lines across the entire UFCF will be separated by Command. This requires a large deal (close to 100,000 lines/20+ commands) of manual manipulation/sorting/research of WEBCMET and other tables. Unlike WEBCMET, the UFCF does not have query capability to simply search and sort by DSG/Command. After all the work is done, the lines are separated on a separate excel sheet for each command.

Cont. Each command’s excel sheet will contain 3 tabs. Tab 1- All the lines combined that belong to the command. Tab 2- The current year lines that are scheduled for rollover into the next fiscal year. Tab 3- New fund codes needed for the next fiscal year and revisions to prior year codes will be placed here. I will send out detailed directions to each command.

Fund Code Annual data call The fund code annual data call memo will be sent out prior to the actual data call. A deadline for the returned guidance from each command will be mentioned here. This will be a brief overview of the process and will be sent to all the Navy commands. The data call will be distributed to all the commands with directions (see previous slide).

Fund Code Annual Data Call (cont.) If extensions are needed, the commands are urged to notify DFAS CL ASAP. Once the rollover guidance is received, the DFAS CL review, consolidation, and sorting of the guidance will begin (on my end). I will review each commands requests individually. This includes many steps such as ensuring new lines are on WEBCMET (or notice they will be prior to rollover on 10/01). I also will review to ensure all data is valid and the requested codes (if specific ones desired) can be obtained.

Fund Code Annual Data Call (Cont.) Once I have reviewed the returned guidance we move on to phase two, command review. I will send each command the guidance back with any necessary changes, recommendations, or revisions they requested. The Command will review and return with a final go ahead or more changes needed.

Fund Code Annual Data Call (Cont.) When all the commands guidance has been reviewed and finalized, I will consolidate all into one large excel tab. The final consolidation will be sent to Len Beish (UFCF maintainer) for review. Len will roll all the data over on 10/01 (can’t be done sooner). In October a second data call is typically sent showing all the lines which have rolled and an option to make more changes. Please Note: Changes can and are made throughout the year.

DAAS Updates Once the UFCF guidance is finalized, I will begin manual updates on the DAAS fund code file as needed using the Web Fund Code Application. The next slide is a flowchart of the entire UFCF process. It includes my processes, the processes of the UFCF maintainer, and all the other processes involved in the Fund Code Process Flow.