Perform Disbursing Agent Transactions U.S. ARMY SOLDIER SUPPORT INSTITUTE NONCOMMISSIONED OFFICER ACADEMY Perform Disbursing Agent Transactions

Concrete Experience Group Discussion: Break up into groups and discuss how these systems are integrated into Disbursing operations (i.e. how are they used throughout a business day). Deployable Disbursing System (DDS) OTCnet Collection Information Repository (CIR) Each group will present a short presentation to the class of how these systems are integrated into Disbursing operations business day.

Learning Objective ACTION: Perform Disbursing Agent Transactions CONDITIONS: Mid-grade FM Leaders in a classroom environment working individually and as a member of a small group, using doctrinal and administrative publications, practical exercises, personal experiences, handouts, and discussions with an awareness of the Operational Environment (OE) variables and factors. STANDARD: Application includes: Identify the process and transactions for on going Disbursing operations. Identify the process and transactions for closing out Disbursing operations. Identify the interrelationship of external systems to Disbursing operations.

Introduction What is DDS? replaced Disbursing Office Processing System (DOPS) works on a stand-alone computer allows information integration between main and originating site The DDS assists in the performance of system and accountability support at the main FMSU and remote sites through automated processing of the following forms: DD Form 2665, Daily Agent Accountability Summary DD Form 1081, Statement of Agent Officer's Account DD Form 2657, Daily Statement of Accountability DD Form 1219, Statement of Accountability

FINANCIAL SYSTEM/ DISBURSING OFFICE SET-UP Remote Detachment DA HUB Cashiers Forms/Reports FMST Missions RFT Accounting Cell Systems Outside DDS Clearing Cell Main Site DO/ DDO HUB DFAS-Rome DDO Disbursing Manager/ Certifier DMO OTCnet ECC CAPS ITS AKO Note: This is a sample set up of DDS between the main site and a remote site. Additional remote sites may be linked to the main site. Remote sites and FMSTs will have to create and send a Remote File Transfer (RFT) file to the main site to integrate their business with the main site or vice versa; this will be covered more in depth in the end of day processes.

Logging into DDS Open the Deployable Disbursing System by double clicking the DDS icon found on the desktop. Log in is accomplished by entering your three letter User ID: DA1, followed by your password. Initial Password: Disbursingagent$1231 1) After inputting User Id and password, click cancel so as to not associate CAC credentials. NOTE: To associate CAC credentials, insert CAC and press OK. Next screen will ask to enter your “Pin”. Enter the pin and hit enter. For Classroom purposes, DO NOT associate your CAC with DDS.

DDS Function Keys Print Move To First Page Search Add New Record Edit Record Data Query Page forward Create Detail Record Close Previewer/ Delete Record Execute Query Page back Delete Detail Record Cancel Fields Exit/Cancel Query Move To Last Page Exit/ “Red Door Out” Save Help

Set Business Date 1. Enter the date if it is different from the Current date (the system will default to the current date). 4. Use the Drop Down to create a second business day for the same day 2. Enter the current business date. The letter designation is used when more than one business date is opened on the same calendar date. Notes: The Calendar Date and Current Business Date will ordinarily be the same date. If a second business day must be opened for the same calendar date, use the drop down menu to create a “B” business day (second business day within the same calendar date). 3. Click OK after verifying the information entered (no editing permitted after clicking OK).

EXCHANGE RATE SETUP Note: Before exiting exchange rate set up screen, click print button to generate “exchange rate sheet” Enter the day’s FC exchange rates here and they will appear in the grid below This is the 3 or 5 day rate obtained from ITS.gov (FTF operations) Note: Verify with the DO/DDO for the exchange rates for the day. Accommodation rate is used to calculate FC amounts on accountability reports, vouchers or outgoing exchange transactions. Prevailing (a.k.a reconversion) rate is used to calculate FC purchases (e.g., when a cashier receives foreign currency in exchange for US currency). Official rate is used to calculate the U.S. dollar value of Limited Depositary Accounts (LDAs) and checks written from LDAs. Average rate is used when the disbursing office uses the same exchange rate for all foreign currency transactions. Rate utilized for foreign currency ITS.gov payments. Usually not the same rate as any of the previous rates. Daily rates must be input and saved for all Currency codes (if applicable)

User Set Up 6. Click SAVE. 3. Select the Functions that user will be allowed to perform. 1. Click the NEW icon. 2. Enter the user ID, name, SSN, and signature block. 4. Enter the PCC and/or ECC Login ID. Note: To access this screen go to System>Site>User Setup. The User Setup is used to define a user’s functions and privileges; it may also be used to modify a user’s account. 5. Enter the user’s rank and DEROS.

Setting Up Lines of Accounting (LOA) Once the APC file has been received from DFAS-Rome, the new APCs will have to be uploaded into DDS. The new APCs should be received at the beginning of the FY. Once the APC window appears, select the folder where the file is stored. Select the file, and open. Select “yes” to overwrite the old records. Notes: Typically at the beginning of the fiscal year, there will be an update to Lines of Accounting (LOAs) for various transactions. DFAS-Rome will send out a file, called the APC File, to be uploaded into DDS. Additional LOAs may be inserted and will be covered in the subsequent slides.

Setting Up Lines of Accounting (LOA) A window will open for the upload to begin, and select “begin upload.” Once “begin upload” is selected, a window will appear stating to update the Stock Fund assignments, select “ok.” The process will begin, and when complete, the “done” key will become enabled. Select “done” and the APC window will be refreshed with the new list of APCs.

Add a Line Of Accounting **If the Finance Office receives an LOA that is not in DDS the DA must verify with the RM that issued the LOA that it is a valid LOA, if valid, the DA must add it. Select the “add” record button. Once selected, a blank line will appear. The DA will need to complete the LOA with a min. of “FY”, “APC”, and “FSN.” If the DA has more information, then it should be added at that time. Once all of the information has been entered, the DA will select the “save” key. Note: It is important to note to verify the LOA with the Resource Management (RM) office before entering a new line of accounting. Doing so will ensure that the funds from the transaction get deposited to the correct program.

Editing a Default Line Of Accounting Each Component of each Service, enlisted and officer has their own LOA for military payments. These need to be updated at the beginning of each FY DA will select the “edit” key and change the FY. Click “save” after each line is updated. Note: It may be necessary to modify an existing LOA. If the APCs stay the same for the following fiscal year, for example, it will be necessary to modify the FY for the LOA. On this slide, this is an example of modifying a LOA for a Local Pay (Casual Pay).

Advance An Agent (1 of 4) **Ensure agent has been created in DDS. Reports DD 1081 Select the agent to be advanced.

Advance An Agent (2 of 4) Once the user ID has been selected, their name and advance will automatically populate. Note: If an Internal Receipt for Cash is prepared, it should mirror the amounts/denomination you are advancing the agent in the vault sub menu. Select the currency to advance. (block 2 – US/ block 3 – FC) Once selected, another window will appear. Click the small vault to denominate from the DA’s vault.

Advance An Agent (3 of 4) The DA will denominate the currency advanced. Once denomination is complete, select “ok.” Once selected, a window will appear stating the amount pulled from the DAs vault. Select “ok.”

Advance An Agent (4 of 4) Advance amount will now populate the DD Form 1081. Click block 12 to recalculate the columns. Block 12 will now update with the total amount advanced to the cashier. Print 2 copies of the 1081, DA and Cashier sign both and each keep a copy.

Close Business Day

Steps To Take When Clearing A Cashier Have the supervisor/certifier review all paperwork to ensure that it is filled out correctly Verify cashier’s OTCnet batch list against their DD 2664, CCV’s and trial DD 1081/2665, once verified have the supervisor approve/upload the cashier’s batch Ensure cashier returns all checks to the DA on the DD 1081 Verify the load report and sales receipts match the DD 2664 and trial DD 2665 Verify the DD 117 and DD 1351-6 for all local pays to ensure amounts match the DD 1081 and DD 2665 Count the cashier’s money and verify that the amount on hand or turned in matches the DD 1081 and DD 2665 IF ANY AMOUNT DIFFERS DO NOT ACCEPT THE CASHIER’S DD 1081 OR CLOSE THEIR DD 2665! Note: Although this slide deals specifically with a cashier, the same premise applies to clearing any agent (i.e. Paying Agent for example). If any of the transactions in DDS do not match the agent’s business day, you may have to back out/reject the transaction and send it back to the agent to edit, delete, or reprocess the transaction.

OTCnet Approve A Batch Batch Approver – CCS (Disbursing Agent or Certifier Use Only) (1 of 5) Note: This step is done, once the DA/DDO has confirmed that the agent’s batch list matches their DD 2664/DD 1131(s) , and their trial DD 1081/2665. The OTCnet program and hardware captures an electronic copy of the check to be collected from the customer’s bank account. The next few slides will go over the process of approving and sending up a batch and creating a batch list through OTCnet using the online application; you may also approve a batch list offline, but will not be covered in this lesson. Students can go to the OTCnet website (https://www.fms.treas.gov/otcnet/about.html) for more information about OTCnet.

OTCnet Approve A Batch Batch Approver – CCS (Disbursing Agent or Certifier Use Only) (2 of 5) From the View Checks page, click the Item ID of each scanned check to verify details Note: It is important to ensure that there is a clear image of the check; an unclear copy of the check may result in a debit voucher for a returned check, if the check cannot be cleared.

OTCnet Approve A Batch Batch Approver – CCS (Disbursing Agent or Certifier Use Only) (3 of 5)

OTCnet Approve A Batch Batch Approver – CCS (Disbursing Agent or Certifier Use Only) (4 of 5) Confirm that the batch list has been printed. The batch list will serve as negotiable instruments until cleared with a Deposit Ticket from FRB.

OTCnet Approve A Batch Batch Approver – CCS (Disbursing Agent or Certifier Use Only) (5 of 5)

Confirm Cashier’s DD 1081 (1 of 5) STEP 2 Note: If the DA has reconciled the agent’s business against their trial DD 1081/2665, the agent may send their DD 1081 to the DA. The DA will go to Reports>DD 1081 to review and confirm or reject the agent’s DD 1081 into their business day. STEP 1

Confirm Cashier’s DD 1081 (2 of 5) STEP 3a STEP 3b STEP 3c Note: DA will verify the agent’s Cash on Hand and/or the amount the agent is returning. STEP 3d STEP 3e

Confirm Cashier’s DD 1081 (3 of 5) ***Verify that all negotiable instruments for the day are showing against the batch list. Click on “OK.” Note: DA will ensure all Negotiable Instruments listed on the batch list are being returned on the DD 1081. STEP 4

Confirm Cashier’s DD 1081 (4 of 5) STEP 5 STEP 5a Note: Once the DD 1081 for the agent has been accepted, the DD 1081 will replace the trial DD 1081. The agent may then finalize their DD 2665 once told to do so by the DA; the DA should ensure all transactions are correct for the business day, before allowing the agent to finalize their DD 2665. ***The cashier should NEVER finalize their DD 2665 until told to do so by the DA; this will normally be done just prior to the DA finalizing their DD 2665.

Confirm Cashier’s DD 1081 (5 of 5) The DA will always choose “Ignore.” Notes: As with the DD 1081, once the DD 2665 for the agent has been finalized, the DA will replace the agent’s trial DD 2665 with the finalized DD 2665. The DA will print and replace the cashier’s trial DD Form 2665.

Collection Information Repository (CIR) The Collections Information Repository (CIR, formerly TRS) is a collections reporting tool, supplying the latest information on deposits and detail of collections transactions to federal agencies. Transactions reported by financial institutions and FRB’s are available in CIR within 1 or 2 days after reporting by the depositary Use of CIR as a tool for reconciliation is mandatory for all disbursing offices within the Department of Defense CIR will report all Debit Vouchers and Deposit Tickets for all OTCnet (NSF checks and transmitted batches) and ECC transactions (Loads and Sales) Note: As of January 2013, the Transaction Reporting System (TRS) was renamed to the CIR. The functionality of the application did not change as a result of the name change. It is also important to note that Debit Vouchers/Deposit Tickets may take up to 1-2 business days to post onto CIR. The DA/DDO should check CIR daily to ensure their Debit vouchers/Deposit tickets, for ECC Sales, ECC Loads, and OTCnet transactions, have properly posted and that there are no debit returns (debit voucher for a NSF check for example). Students may obtain more information about CIR from the website: http://www.fms.treas.gov/cir/index.html

Creating The Deposit Ticket For Checks Use the deposit ticket number and date from the deposit ticket posted in OTCnet. Note: As stated on the slide, deposit tickets may take up to 1-2 business days to post onto the Collection Information Repository (CIR). It is important to note that some DOs may require confirmation that the deposit ticket(s) have posted onto CIR before posting onto DDS; check your Disbursing Policy for more guidance. For classroom purposes, all Deposit tickets and Debit vouchers will be processed the same day, simulating that they have already been confirmed and posted onto CIR. Select “attach checks” and select the appropriate checks for that deposit ticket

Clearing ECC Loads and Sales Transactions Verify the ECC Loads and Sales reports against the agent’s DD 2664, DD 1131(s), and trial DD 1081/2665 ECC Load and Sales amounts must match the agent’s business before they may close out their business day ECC Loads closed out with a Debit Voucher (SF 5515) ECC Sales closed out with a Deposit Ticket (SF 215)

Creating The SF 215 Deposit Ticket For Sales (1 of 2) The excel version is no longer required to be submitted to FRBB. Automated 215/5515 Generation in DDS Army Finance Offices and Marines Disbursing Offices will replace the FRBB excel format 215/5515 manual vouchers template with the XML format generated directly from DDS. Benefits to this change:  Saves Army Finance Offices and Marines Disbursing Offices time from manually creating the excel format 215/5515 vouchers.  Reduces paperwork to be uploaded on AKO.  Eliminates typographical errors on 215/5515 Manual Vouchers.  Improves settlement for Army Finance Offices and Marines Disbursing Offices by reconciling the DDS to EagleCash. Because both the SF215 and 5515 are now going to have automated generation in DDS, you have to generate an XML file for both the Deposit Ticket (SF215) and a Debit Voucher (SF5515).

Creating The SF 215 Deposit Ticket For Sales (2 of 2) Deposits will be processed once all cashiers have closed for the day. The same deposit ticket information from the excel deposit ticket log will be used when creating a deposit ticket in DDS. Note: Once you have verified the deposit amount of the agent(s) and the deposit ticket match and saved the transaction in DDS, a pop window will appear in which you are able to print and/or export the report in XML format. As mentioned, the XML file will be sent to Federal Reserve Bank – Boston (FRBB). Select “attach SVCs” and select the appropriate transactions for that deposit ticket **Always print and then generate to XML in DDS** The .XML will be submitted to FRBB** Select “attach SVCs” and select the appropriate transactions for that deposit ticket

Creating The SF 5515 Debit Voucher For Loads (1 of 2) The excel version is no longer required to be submitted to FRBB. Note: The Excel version is not required to be sent to FRB-Boston (FRBB); an XML version of the Debit Voucher is generated in DDS that will be submitted to FRBB.

Creating The SF 5515 Debit Voucher For Loads (2 of 2) The information input into DDS must match the information listed on the excel debit voucher log. Note: The same procedure used to create the XML file for the ECC Sales Deposit, is the same procedure used to create the Debit Voucher XML file. **Always print and then generate to XML in DDS** The .XML will be submitted to FRBB**

Practical Exercise Crossword Puzzle

DD 2659 Voucher Control Log DD Form 2659, Voucher Control Log The Voucher Control Log is used to list ALL vouchers in voucher number order for the entire site ID.. Note: The DD 2659 list all collection and disbursement vouchers processed within the business day. The vouchers should go in numerical order behind the DD 2659; that is the vouchers should go in the order listed on the DD 2659. To access the DD 2659, go to Reports>DD 2659.

Vault Ledger Vault Info or Vault Ledger – Allows users with “Maintains Vault” or “System Admin” privileges to view the denominational breakdown of U.S. and Foreign Currency (FC) in the vault. After selecting vault code, click print to print the complete vault ledger, US, FC, LD, etc. Notes: A copy of the Vault Ledger should be printed out and validated against the DA’s vault to ensure the DA’s cash on hand matches DDS.

DA Finalize DD 1081 *All agent’s outstanding 1081’s must be confirmed before the DA can create their 1081. *The DA must count their vault and balance against the DDS vault ledger. *The DA should NEVER return all of their US or FC unless the site is being closed down for good. Notes: The same procedure an agent uses to finalize their DD 1081 is the same for the DA. The DA should ensure all agent’s DD 1081 have been finalized, before finalizing their own DD 1081.

Finalize The DD 2665 *The DA must finalize all agent’s 2665’s prior to finalizing theirs. *It should only be finalized after completing the DD Form 1081. *If it is finalized prior to, the DA will not be able to forward the day’s business to the DDO without first opening a new business day. Notes: As with the DD 1081, the DA needs to ensure that all agent’s DD 2665 have been finalized, before the DA finalizes their own DD 2665. Also note that additional system generated forms may need to be processed (for example FC Gains and Losses), before the DD 2665 may be finalized.

Create The MILPAY Interface File This process can only be performed by the DA after the business date is closed, but before opening the next business date, otherwise the “Milpay Interface” tab will be disabled. Input Source Code is “DS” for Disbursing. The cycle number is coordinated with the MilPay section. Notes: This is only required, if Local Pays have been processed during the business day. To access the MILPAY Interface tab, go to Processing>Disbursements>Military Payments. The file will be uploaded into the DMO program, where the Local Pay information will populate the transaction screens and be uploaded into the DFAS Corporate Database to collect the Local Pays out of the Service Member’s pay.

Remote File Transfer (RFT) Once “New” is selected, a window will appear with two tabs. DDS defaults to the “Create Data Disk for Transfer.” Select the appropriate “Site Id” that DDS should be transferring to. Select “OK” to generate the RFT file. Once generated, the remarks window will state that the file has been created, and the “Transfer to storage” button will become enabled. Select the “Transfer to storage” button, and place in the folder where the RFT files will be maintained. (1 of 3) Notes: Remote File Transfers are needed if the DDO and DA are not co-located together. RFT’s may also be used to transfer funds to a Financial Management Support Team (FMST) cashier onto their laptop. The RFT file must be sent to the DDO at the close of business to integrate the DA’s business into their own; the same principal applies to FMST cashiers, in which they would create a RFT file to send to the DA. Once the RFT file has been created and saved, the RFT file number is ordinarily listed in the upper right hand corner of the DD 1081.

Remote File Transfer (RFT) (2 of 3)

Remote File Transfer (RFT) (3 of 3)

Create An Export (1 of 2) To access the DB Utility program, the user will select it from the DDS drop down list under the start menu. The password is “test01” and all other information should already be prefilled. Notes: The last thing the DA needs to do is back up DDS. This will be accomplished by accessing the DDS Db Utility program.

Create An Export (2 of 2) An export should be done DAILY and placed on the CORP2 Server

Sending Business to DDO Sample (1 of 2) DD Form 1081 (with RFT # in upper right hand corner) DD Form 2665 Deposit Ticket for OTCnet DDS Deposit Ticket DDS Check Listing OTCnet Deposit Ticket Batch-List Deposit Ticket for EagleCash DDS Sales Listing Sales Reports Notes: Once DDS has been backed up, the DA would send a copy of their business day to the DDO. Each DDO will give the DAs instructions on how they would like to receive their business day. This is a sample order of a business day.

Sending Business to DDO Sample (2 of 2) Debit Voucher for EagleCash DDS Debit Voucher DDS Load Listing Load Reports DD Form 2659 (Collections) All DD Forms 1131’s in voucher number order DD Form 2659 (Disbursements) All Disbursements in voucher number order DD Form 117 with DD Forms 1351-6 DD Forms 1034 OF 1017-G (if any on hand)

Perform Disbursing Agent Operations DDS Practical Exercise

Closer Top Two

Learning Objective ACTION: Perform Disbursing Agent Transactions CONDITIONS: Mid-grade FM Leaders in a classroom environment working individually and as a member of a small group, using doctrinal and administrative publications, practical exercise, personal experience, handouts, and discussion with an awareness of the Operational Environment (OE) variables and factors. STANDARD: Application includes: Identify the process and transactions for on going Disbursing operations. Identify the process and transactions for closing out Disbursing operations. Identify the interrelationship of external systems to Disbursing operations.