Section C Final - Attachment 22.docx

GSA SOLICITATION QMAD-JM-100001-N

August 23, 2010

GSA SOLICITATION QMAD-JM-100001-N

Attachment 22 – IRS De-Obligation Utility Objectives August 23, 2010

Attachment 22 IRS De-Obligation Utility Objectives The Internal Revenue Service (IRS) has a unique requirement for a De-obligation Utility. The IRS requires that all open temporary duty and local travel authorizations (Reference Attachment 21) be cancelled automatically within a configurable number of days after the travel end date or Authorization create date as defined below.

Objectives:

1. ETS2 should provide the capability to automatically cancel an Authorization (TDY or Local Authorization) and send a de-obligation of funds to the agency financial system when an Interim Voucher or final Voucher from the Authorization has not been submitted for approval within a configurable number of days after the trip end date or Authorization creation date (which ever date is later).

2. ETS2 should provide the capability to turn off/on the de-obligation utility at the agency and sub-ordinate agency level(s).

3. When the de-obligation utility is turned on, ETS2 should initiate the de-obligation process for Authorizations retroactively.

4. ETS2 should provide the capability, configurable by agency and sub-ordinate agency, to define if Authorizations with advances are included or excluded in the de-obligation process.

5. ETS2 should provide the capability, configurable by agency and sub-ordinate agency, to enable emails to be sent to notify a configurable set of users of de-obligation statuses.

6. If a Voucher has not been submitted for approval from an Authorization after the later of the trip end date or the Authorization creation date within a configurable number of days (e.g. 5 days), ETS2 should send a “reminder” email notification to the traveler and approving official(s) (users are configurable by agency) to remind the traveler that a Voucher needs to be completed.

7. If a Voucher has not been submitted for approval within a configurable number of days since the “reminder” email was sent (e.g. 20 days), ETS2 should send a “warning” email notification to the traveler and approving official(s) to warn that the Authorization will be cancelled and the funds will be de-obligated.

8. ETS2 should automatically cancel an Authorization and send a de-obligation of funds to the agency financial system when a final Voucher or Interim Voucher has not been submitted for approval within a configurable number of days since the “warning” email was sent (e.g. 5 days).

9. ETS2 should send a “de-obligation notification” email to the traveler when an Authorization is cancelled and the funds de-obligated.

10. ETS2 should attempt to send all de-obligation notification emails as specified herein to the final Approving Official of the Authorization, and if the approving official’s email address is not available or the approving official’s is no longer an approver in the routing list, send the emails to all of the approving official’s in the routing list.

11. ETS2 should allow for a configurable list of email addresses to send de-obligation notification emails when an email is unable to be sent to the traveler or an approving official.

12. ETS2 should automatically send a de-obligation report of Authorizations that were de-obligated by the de-obligation utility in an email to a pre-defined email address as configurable by agency and sub-ordinate agency.

13. Once an Authorization is cancelled and funds de-obligated, ETS2 should prevent the creation of amendments to the Authorization and Vouchers from the Authorization.

14. ETS2 should cancel and de-obligate funds for Authorizations and associated amendments that were created by travelers who are deleted / removed from travel status within the ETS2 system, regardless if there are Vouchers associated that have not been submitted for approval by the traveler. These Authorizations should be de-obligated with the next “run” of the de-obligation process, following the employee’s removal from the system / deletion from the system.

15. ETS2 should not allow a canceled and de-obligated Authorization to be modified by any user.

16. ETS2 should monitor the open Authorizations if there are unsigned Interim Vouchers that could be applied. Once the Interim Vouchers are signed, ETS2 should restart the clock on the Authorization.

17. ETS2 should send an accounts receivable transaction to the financial system when it de-obligates an Authorization where an advance exists and has been paid to the traveler.