Attachment 4i_AMKWI-333-334-335-00010 Financial Statements v22.pdf

AMC

Quality Management System

AMKWI-333-334-

335-00010

Revision

Title: Financial Statements DATE: 08/21/20 Page 1 of 31

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AMKWI-333-334-335-00010

Financial Statements

1.0 Purpose:

The purpose of this SOP is to establish standard procedures for Financial Statement review and reporting.

2.0 Scope:

This procedure applies to work performed by the Reporting & Analysis Branch at MMAC for

Enterprise Services Center (ESC) customers.

3.0 References:

Office of Management & Budget (OMB) Circular A-136

Office of Management & Budget (OMB) Circular A-11

Treasury Financial Manual (TFM)

Federal Accounting Standards Advisory Board (FASAB)

Generally Accepted Accounting Principles (GAAP)

DOT Financial Management Policies Manual

AMKFM-333-334-335-00004 – ESC Notes Updated Checklist TFM

AMKWI-333-334-335-00001 – Abnormal Balance

AMKWI-333-334-335-00004 – Budgetary to Proprietary

AMKWI-333-334-335-00007 – GTAS Bulk File Submission

AMKWI-333-334-335-00011 – Flux Analysis

AMKWI-333-334-335-00016 – Notes to the Financial Statements

AMKWI-333-334-335-00017 – Prior Year Recovery (PYR) of Obligations

AMKWI-333-334-335-00019 – SF 133

AMKWI-333-334-335-00021 – Trading Partner Analysis

AMKWI-333-334-335-00028 – Misc. Receipt Funds

Branch Approval:

Title: DeAndre Moore, Branch Manager, AMK-330

Process Owner:

Title: Austin Madden, Accountant

Austin Daniel Madden

Digitally signed by Austin Daniel Madden Date: 2020.08.21 06:29:14 -05'00'

DEANDRE L

MOORE

Digitally signed by DEANDRE

L MOORE

Date: 2020.09.09 11:36:28 -05'00'

Title: Financial Statements DATE: 08/21/20 Page 2 of 31

Revision History

Rev Description of Change Effective Date

0 Initial Release 01/02/08

1 Page 5, New screenshot and path to run FSS 08/05/08

2 Change to Section 8.0 09/15/08

3 Changes to Section 6.0 01/06/09

4 Changes to Section 5.0 05/29/09

5 Updated screenshots and FSS details 09/24/09

6 Updated screenshots and FSS details 01/04/10

7 Updated Section 6.0 query name and related screenshots. 08/02/10

8 Updated Section 6.0 query name and related screenshots. 12/08/10

9 Updated Section 6.0 query name and related screenshots.

Updated Section 3.0 SOP references added.

05/20/11

10 Updated Section 6.0 to include instructions on how to run the

Tie Points Query.

09/28/11

11 Section 4.4 Safety 04/05/12

12 Updated Section 8.0 to include document title name. 04/18/12

13 Updated Section 6.0 query name and related screenshots.

Removed instructions in Section 6.4 on how to run Financial

Statement Tie Points. Added AMZWI-73417 to Section 3.0.

07/26/12

14 Updated Section 5.0 and 6.0 for inclusion of Statement of

Spending. Formatting for FSS submission added to Section 6.14.

01/23/13

15 Updated Section 6.11 for change in who runs the FSS from

AMZ-750 to AMZ-710/720.

04/01/13

16 Updated to reflect reorganization. Updated Section 6.0 query name and related screenshots.

01/08/14

17 Update Section 6.0 to reflect R12 change of responsibility. Tie

Point Query instructions removed because query not available yet under R12.

06/19/14

18 Updated Section 2.0 to reflect reorganization. Updated Section

6.0 query name and related screenshots. Updated Section 6.11 to include Recon Team e-mail address.

05/18/15

Title: Financial Statements DATE: 08/21/20 Page 3 of 31

19 Added instructions on how to run FSS process in Delphi, how to complete new metric information in Section 6.0, and added terms to the Definition Appendix in Section 7.0.

04/30/18

20 Added AMKFM-333-334-335-00004 – ESC Notes Updated

Checklist TFM to Section 3.0. Remove Statement of Spending, remove GAO Checklist, add Budget Accounting Reconciliation

(BAR), and update Non-DOT Agencies to Other ESC Customers in Section 5.0. Updated various screen shots in Section 6.0.

05/13/19

21 Update FSS error table in Section 6.2.g. Added FSS termination instructions in Section 6.3.

09/30/19

22 Update screenshots in Section 6.1 c) and d) 08/21/20

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4.0 Requirements:

4.1 Personnel:

Accountants

4.2 Training:

Individual has education and experience required for the position. Individual receives guidance from experienced personnel and completes additional training as required.

4.3 Equipment:

FAA Networked Computer

4.4 Safety:

Hazard Prevention and Control is managed by the Mike Monroney Aeronautical Center

(MMAC) Occupational Health and Safety Management System.

5.0 Overview:

Current procedures for initiating the Financial Statement Solution (FSS) in Delphi for all Operating

Administration’s (OA) except FAA.

Current procedures for monthly reporting to B-30 include Abnormal Balances, Trading Partner

Review and Budgetary to Proprietary Relationships.

Current procedures for quarterly reporting include submission of the FSS Reports, which include

FSS Trial Balance, Balance Sheet (BS), Statement of Net Cost (SNC), Statement of Net Position

(SNP), and Statement of Budgetary Resources (SBR). A Statement of Custodial Activity may also be included as part of the financial statement package, when deemed appropriate. Quarterly submission should also include Comparative Notes, Flux Analysis, Abnormal Balances, Budgetary to Proprietary Relationships, and SBR reconciliation to SF 133. In addition, SF 133’s may be submitted to the OA on a monthly basis.

B-30 may change the monthly or quarterly requirements via email notification, as necessary.

For reporting purposes, DOT agencies will submit all B-30 requested items and Other ESC

Customers are to submit items requested by the customer.

FAA Franchise Fund uses other guidance to produce financial statements.

ESC coordinates with MARAD in the preparation of MARAD financial statements supporting documentation.

Title: Financial Statements DATE: 08/21/20 Page 5 of 31

6.0 Implementation:

There is no need to schedule an FSS after Month End Close and prior to the Start of Business (SOB) of the first business day. The FSS ran during close will be the most current version. Upon notification of Delphi access following completion of Month End Close process, the accountant begins by running the Discoverer Financial Statement Solution (FSS) report to generate the financial statements and the trial balance for analysis. Analysis should include, but is not limited to, Abnormal

Balance review, Budgetary to Proprietary relationships, verification against signed SF 132’s, Review of Trading Partners, etc. The preferred method for the review process is through the utilization of

Excel workbooks. The financial statements and trial balance are reviewed for completion and accuracy. Corrections and accruals are made and the financial statements are generated using the incremental FSS process.

Running an FSS will overwrite the DATA act files, which only stores the last FSS run’s data. When

DATA act files are still being used, make sure to run that period’s FSS last! (Example: Needing a

March FSS, but still working on February DATA Act reporting, run the March FSS first, then the

February FSS. Both will be available to export for Financial Reporting in Discoverer, but only the last one, February in this example, will be available for DATA Act.)

6.1 Initiate FSS Request Submission in Delphi

a. Login to Delphi to run the FSS Request. Choose GL FedAdmin – FSS OKC

Responsibility, Request, and Run. NOTE: All FSS submissions on the day of

Month End Close must be approved by AMK-331 or AMK-332 Management.

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b. Select Single Request and click Ok. NOTE: Once an FSS has been ran for the period and fund group(s) needed, after selecting Single request, you can click on

‘Copy’, then on ‘Find’. A List of previous jobs will pop up. Select the FSS

Financial Statements Process for the correct period and Fund groups, then select the “OK’ button, then select the “Submit’ button. This is helpful for agencies with multiple fund groups and if you need to run the FSS multiple times in a period.

c. Select FSS Financial Statements Process.

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d. Enter the period and the fund groups. Click Ok when completed. NOTE: When entering the fund group, type “FS” and hit tab will bring up a LOV. A list of

Current Year Funds groups is maintained at U:\.123 Recon\FSS Support\. The

TIMEFRAME defaults to monthly and shouldn’t be changed for DOT agencies, IMLS, and NEA.

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e. Click Submit.

6.2 Schedule FSS Request Submission in Delphi to run in the future.

a. Login to Delphi to run the FSS Request. Choose GL FedAdmin – FSS OKC

Responsibility, Request, and Run.

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b. Select Single Request and click Ok. NOTE: Once an FSS has been ran for the period and fund group(s) needed, after selecting Single request, you can click on

‘Copy’, then on ‘Find’. A List of previous jobs will pop up. Select the FSS

Financial Statements Process for the correct period and Fund groups, then select the “OK’ button, then select the “Submit’ button. This is helpful for agencies with multiple fund groups and if you need to run the FSS multiple times in a period.

c. Select FSS Financial Statements Process

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d. Enter the period and the fund groups. Click Ok when completed. NOTE: When entering the fund group, type “FS” and hit tab will bring up a LOV.

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e. Click Schedule, not Submit.

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f. Choose the appropriate option based on how the FSS should be scheduled.

i. As Soon as Possible: Runs the FSS as soon as possible.

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ii. Once: Select the Run At date and time for a one time run.

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iii. Periodically: Select the Start At and End At date and time. Start At auto-populates with Current date and time. You can either manually overtype the date and/or time, or click on the LOV button to bring up a calendar that can be used. The End At field should be populated with the day before month end close (the time can be any time after the normally scheduled time) in order to prevent a scheduled FSS from running on the day of

Month End Close. NOTE: When a scheduled job is terminated, that terminates the entire schedule. The schedule will need to be re-establish from that point through the remainder of the month.

Specify how often the FSS should run. NOTE: It is recommended to select Month(s), Week(s), or Day(s).

NOTE: There is an option to save the schedule. If you check the box then click ok you will be prompted for a name and description of this saved schedule. If a saved schedule is used, the Period Name must be updated prior to submitting the request.

iv. On Specific Days (Preferred Method): Select State At and End At dates and times then select specific Dates of Every Month or Days of Every

Week. Start At auto-populates with Current date and time. You can either

Title: Financial Statements DATE: 08/21/20 Page 15 of 31 manually overtype the date and/or time, or click on the LOV button to bring up a calendar that can be used. NOTE: All FSS submissions on the day of Month End Close must be approved by AMK-331 or AMK-332

Management. Therefore a schedule should never be setup to include an

FSS run on the day of Month End Close. If Days of Every Week is used, the End At field WOULD be used and be populated with the day before month end close (the time can be any time after the normally scheduled time) in order to prevent a scheduled FSS from running on the day of

Month End Close. When a scheduled job is terminated, that terminates the entire schedule. The schedule will need to be re-establish from that point through the remainder of the month.

NOTE: The day of the week selected may be dependent upon the time the FSS is ran during the night! If an FSS is needed on Tuesday morning, and the agency’s run time is before midnight (24:00), the day selected should be Monday. Likewise, if the start time is after midnight (00:00), the day selected should be Tuesday.

The FSS schedule is located at: U:\.123 Recon\FSS Support\FSS Schedule - FY-##

Updated (Use the latest version).

v. Apply a Saved Schedule: Search for previously saved schedule. Choose the saved schedule with caution, some saved schedules apply to processes other than the FSS. NOTE: If a saved schedule is used, the Period Name must be updated prior to submitting the request.

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g. If an error occurs while the FSS is running an exception report will generate. The user who ran the FSS can access this. The PDF report can then be saved to a central location on the shared drive (currently use U:\.123 Recon\FSS Errors), and sent to anyone who may need the information to correct the issue. Once corrected, a new FSS will need to be initiated and successfully completed to confirm all issues were addressed.

6.3 Terminate FSS in Delphi

a. Login to Delphi to terminate the FSS Request. Choose GL Systems Accountant

Responsibility, Other, Request, and click Find. NOTE: Only terminate when there is a known system issue that may adversely impact the FSS run.

b. Select each associated job that is running and use the Cancel Request button to terminate the job. (FSS Financial Statements Process, FSS: Federal Activity

Attributes Process (Federal Activity Attributes Creation), FSS: Links

Maintenance Program (Links Maintenance Program), FSS: Federal File Creation

Process (Federal File Creation Process), GTAS Bulk File, Data Act File A, Data

Act File B, Data Act File C)

Process Error / Output file indication Solution (or research options)

FSS: Federal File Creation error with Data Act File

Creation Exception Report

Program Activity is required but is not configured on the

Reporting Codes form

Run

DLIBRARYSYSOPS.DSC-

DATA Act GL Exceptions

Research query

FSS: Federal File Creation error with GTAS Interface

Exception Report

Program Cost Indicator not valid for GL Account

Run

DLIBRARYGLESC.GTAS

Interface Error query

FSS: Federal File Creation error

Error in summarize balances

:ORA-01652: unable to extend temp segment by 128 in tablespace TEMP…….

Re-run a prior month to re-establish a new "explain plan".

Or try Oracle's solution in yellow

FSS: Federal Activity

Attributes Process error

Trading Partner not Compatible with the GTAS Federal or Non-

Federal Code GL Attribute and/or

TAS

Make necessary correction and run the FSS again.

Title: Financial Statements DATE: 08/21/20 Page 18 of 31

c. Once these processes have been terminated, e-mail the Database Administrator

Team at AMC-AMI-320-DBA-Team to verify they are also terminated “on the backside”, otherwise they could continue running in the background and impact any future FSS runs. The DBA’s will need each Request ID and Name that was terminated. NOTE: When a scheduled job is terminated, that terminates the entire schedule. The schedule will need to be re-establish from that point through the remainder of the month.

d. Re-run the FSS once the issue has been resolved and the DBA’s have noted there is nothing from the terminated jobs still running.

6.4 Export FSS from Discoverer

a. Login to Delphi to run the FSS. Choose GL FedAdmin Report Plus responsibility and Discoverer Plus.

b. Click Browse and choose DSC-FS00002 Financial Statements V6.0 (GTAS).

Click on Open.

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c. After selecting “Yes” to run Start Here Query and enter the period name, verify

Start Here reflects the latest run date for the FSS Process and has message of

“Successful Completion”.

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d. Click on the Trial Balance Tab. After selecting “Yes” to run query, a parameters window will pop up. Enter the period and the fund group code (or a % for all fund groups). Repeat this step until all tabs have completed.

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e. Once statements have been run you can either export all or export individually.

i. To export all:

6.4.e.i.1 File

6.4.e.i.2 Export

6.4.e.i.3 Select “Entire Workbook”

6.4.e.i.4 Next

ii. To export individually:

6.4.e.ii.1 File

6.4.e.ii.2 Export

6.4.e.ii.3 Select “Current worksheet”

6.4.e.ii.4 Next

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f. Choose the location and file name then click save.

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g. Click “Next” and review the parameters for each tab.

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h. When you have confirmed the parameters are correct for each tab click “Finish”.

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i. The screen below will appear and show what files were successfully exported.

Uncheck the “Open the first exported sheet” box and click on OK. Close

Discoverer without saving changes. The files can be opened in Excel. Note: If you receive an “export error” this is the result of no parameter information being selected for that particular report. If you do not need the report, ignore the error message. If you do need the report go back into FSS and enter the information needed to run the report.

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j. Open the workbook in Excel to analyze the current month’s data and to prepare

SPPA Metrics and Measures GL Measures 330.19 - 330.22 - FSS Timeliness.

i. Follow U:\METRIC DATA\SPPA Metrics and Measures to open the current month’s metric worksheet.

ii. The above worksheet should be filled in for each agency using the FSS query from the first run which should not reflect any GL month end adjustments. Add an explanation to the GL Measures 330.19 - 330.22 -

FSS Timeliness spreadsheet for any yellow or red indicators in column I.

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k. Prior to submission, the following items need to be researched and addressed:

SGL 24009900 (Suspense) transactions should be cleared through the module on a monthly basis and must be cleared at quarter end.

0000000000 Fund should be cleared through the module on a monthly basis and must be cleared at quarter end.

There should not be any balances in any budgetary SGLs for Suspense and

Receipt Funds (AMKWI-333-334-335-00028 – Misc. Receipt Funds).

Prior Year Recoveries entries recorded (AMKWI-333-334-335-00017 – Prior

Year Recovery (PYR) of Obligations).

Record any required Parent / Child entries (If Applicable).

Correct any commitment accounting activity, SGL 4700 should have a zero balance (Year End Process Only).

Monitor SGL 1450 balances, which should have no new debit entries.

Verify cash balances tie to the Central Accounting Reporting System (AMKWI-

333-334-335-00012 – Fund Balance with Treasury).

Process misc. receipt funds (AMKWI-333-334-335-00028 – Misc. Receipt

Funds).

Reimbursable funds should not have balances in 3107 and 5700.

Monitor SGL 1349 and 1369 balances, which should have no new credit entries.

l. After making journal voucher entries the FSS must be re-run to incorporate the new entries into the FSS data, this is called running the incremental FSS. If an agency has multiple Treasury symbols the running of the FSS incremental needs to be coordinated to minimize the impact on the Delphi system. Agency

Accountants should coordinate and communicate with other team members to re-run the incremental FSS. The running of the entire incremental FSS should be coordinated among the OA team members.

m. Upon completion of research and corrections and prior to quarterly submission, a peer, who is not assigned to the same agency being reviewed, will perform a peer review of the financial statement package. The review will be documented using the Department approved checklists. A peer and manager review is required for

4th quarter reporting. A copy of the review checklist will be maintained, along with the reviewed financial statements, in a centrally located file. NOTE:

Reviews are not necessary for monthly submissions.

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n. Upon receipt of peer review approval, all financial statements should be submitted for customer/agency approval. Formal approval is preferred prior to submission, but financial statement deadlines are not to be delayed or missed due to lack of customer approval. Submitted financial statements must be formatted as follows.

i. Each statement should be filtered at the summary level.

ii. Default margins from discoverer should be used.

iii. Landscape orientation.

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iv. Width and height should be set to fit 1 page.

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v. Print area should be the top left most cell to bottom right most cell with border.

vi. Use above unless OA has stated another preference.

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7.0 Appendix:

8.0 Records:

The final DSC-FS00002 Financial Statements Discoverer Query, Department approved Checklist, and any other relevant Financial Statement documentation is maintained as electronic share drive documentation. This drive is located on server amc000vs10 and can be accessed by the Accountants as needed. Financial Reporting documentation records are disposed of after 5 years.

Terms

Definitions

Abnormal Balance Opposite balance of the account designation in the

Treasury Financial Manual Chart of Accounts.

Budgetary to Proprietary

Relationships

Account relationships between budgetary accounts and proprietary accounts that should be maintained during transaction flow.

Discoverer An Oracle provided query tool used to extract data from the Delphi tables.

Module Specific subledger applications such as Accounts

Receivable, Accounts Payable, Purchasing, etc.

FSS Reports Financial Statement Solutions, an internally developed reporting solution utilizing Discoverer to report Delphi data according to FMS Crosswalks.

SF 133 Report on Budget Execution

SF 132 Apportionment and Reapportionment Schedule