Fiscal Aspects: 1358 Process, B09 Reconciliation Fiscal Aspects: 1358 Process, B09 Reconciliation Kathy Lichtenberg, Cost Accountant- (St. Louis) Donna Roffol, Pharmacy Tech- (Pittsburgh)

Appropriation Law Purpose – Appropriations shall be applied only to the objects for which the appropriation was made Time – Obligations must occur within the time limits applicable to the appropriation Amount - Obligations and expenditures must be within the amounts Congress has established

CO Policy Use of Estimated Miscellaneous Obligation (VA Form ) for Prime Vendor, May 2008 Separation of Duties – Must have two different names, Requestor and Approver Current Contract Number Complete Purpose – i.e. “McKesson Prime Vendor charges for March 2010”

1358 Obligations Must be set up in VISTA/IFCAP on first day of month Must be closed timely Over-obligation throughout the year – tying up funds in 1358

September 1358 Unliquidated balance on 1358 should equal Authorization Balance at end of September B09 charges which hit FMS in October should be charged to obligation number on B09 report – may be September or October October charges cannot be charged to September 1358 to use up prior FY funds

FMS Access FMS is Austin system and System of Record Access granted on Form 9957 Functional Task Codes for Read Only Access Submitted by your local ISO to the FSC Fiscal can provide FMS training

Drug Reconciliation – What Needs to Happen? Kathy Lichtenberg, Cost Accountant-(St. Louis) Donna Roffol, Pharmacy Tech- (Pittsburgh

Daily Activity Fiscal Actions Correct rejected CD transactions in FMS Rejects are corrected to reflect current 1358 Process 1358 increases/decreases

Daily Activity Pharmacy Actions Print open transactions from McKesson website Post transactions to 1358 as Daily Activity entries Credits (TPC, CB) are posted to current month 1358 Increase/decrease 1358 as necessary

B09 Reconciliation Fiscal Actions Print B09 Report on Monday morning Notify FSC of transmission issues Verify B09 postings for each account match the postings in FMS Process journal vouchers in FMS to move erroneous charges between obligations Liquidate individual invoices on 1358 in IFCAP/VISTA

B09 Reconciliation Fiscal Actions Verify Unliquidated balance on 1358 equals outstanding balance of 1358 in FMS Correct any discrepancies Confirm with Pharmacy that Authorization Balance equals Unliquidated balance

B09 Reconciliation Pharmacy Actions Print B09 report on Monday morning Verify postings on B09 report match your Daily Activity entries After Fiscal completes 1358 liquidations, verify Authorization Balance equals Unliquidated Balance

Help! We don’t balance! Verify all daily entries and liquidations are posted correctly, i.e. typos Pharmacy corrects daily entries Fiscal corrects liquidations Verify daily entries match B09 report and/or what Fiscal has corrected rejects to read

1358 & B09 Reports: Using Them Wisely Kathy Lichtenberg, Cost Accountant-(St. Louis) Donna Roffol, Pharmacy Tech- (Pittsburgh)

B09 Report Prime Vendor Line Item Report Transmitted from FSC on Monday mornings Includes CD transactions for the previous Monday through Friday All charges for one account are shown under one Document ID number and show as one total for the day on DXRF table in FMS

B09 Report, continued Obligation Number in FMS column determines which 1358 is charged in FMS Valid Obligation Number charges or credits that obligation, open or closed Invalid Obligation Number causes reject in FMS Fiscal enters correct obligation number in FMS and corrects reject

1358 – What do my Balances Mean? Authorization Amount is entire amount obligated Authorization Balance is your available balance; the portion of the Authorization Amount which you have not entered Daily Activity entries for, and should equal the Unliquidated Balance Cumulative Authorization Amount should equal Authorization Amount

1358 – What do my Balances Mean? Liquidations are postings by Fiscal to match B09 report postings Unliquidated Balance is your available balance and should equal your Authorization Balance

Why a 1358? Why not a 2237? 1358 used instead of 2237/purchase order because 1358 provides tracking mechanism Provides accurate picture of monthly/quarterly/yearly expenditures

Questions????

References Use of Estimated Miscellaneous Obligation (VA Form ) for Prime Vendor, Department of Veterans Affairs, VHA, dated May, 2008

Contacts Kathy Lichtenberg, Cost Accountant Jefferson Barracks VAMC Donna Roffol, CPhT, Narcotic/Procurement Tech Pittsburgh VAMC

Thought for the Day “To care for him who shall have borne the battle and for his widow and his orphan" by Abraham Lincoln