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ALCGFINANCE 040/22, Entering and Recoding Commitments and Obligations During Early FY23 FSMS Downtime

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R 291325Z SEP 22
FM COMDT COGARD WASHINGTON DC//CG-83//
TO ALCGFINANCE
UNCLAS//N07301//
ALCGFINANCE 040/22

SUBJ: ENTERING AND RECORDING COMMITMENTS AND OBLIGATIONS DURING EARLY FY23 FSMS DOWNTIME

A. Financial Resource Management Manual (FRMM), COMDTINST M7100.3 (series)
B. ALCGFINANCE 035/22 GUIDANCE FOR TEMPORARY DUTY TRAVEL ORDERS CROSSING FISCAL YEARS

1. FSMS will be unavailable from 01OCT22 to OOA 04OCT22 in order to facilitate FY22 year-end closing and FY23 start processes. OOA 04OCT22, FSMS will be accessible with limited functionality. Additionally, with few exceptions, it is estimated that funds will not be loaded to the project and task level in FSMS prior to 15OCT22.

2. Per REF (A), inability to access financial systems does not prevent members from committing funds and making obligations provided the following criteria are met:

a. Funding: With the exception of obligations to continue operations authorized by law that are necessary for Safety of Human Life, Protection of Property, or National Security, receipt of OMB approved apportionments and corresponding DHS approved allotments must be made to the Coast Guard prior to committing and obligating funds. CG-83 will announce the date funding will be made available and amounts for each allotment code via SEPCOR. Allotment code holders shall ensure communication of project and task funding levels and maintain funds balance oversight until funds are loaded to the project and task level in FSMS. In the event of a lapse in appropriations, separate guidance on funding restrictions will be provided.

b. Recording commitments and obligations outside of FSMS: Commitments and obligations must be recorded in a manner that accurately captures information to maintain funds control and enable subsequent recording in the financial system once it becomes available. Units shall ensure a repeatable method is used to record commitments and obligations and that method allows for ease of reference when FSMS becomes available for use in FY23. CG-913 will provide specific guidance for processing and documenting contracting actions while FSMS is not available via SEPCOR. OOA 04OCT22 units will be able to record zero dollar commitments and obligations in FSMS but will be required to modify those entries once funds are loaded. In many cases a local ledger will be most efficient to maintain proper documentation and a running tally of available balances. In FSMS, the process for creating zero dollar awards/obligations from zero dollar requisitions/commitments is the same as creating fully funded obligations from fully funded commitments. When creating zero dollar obligations from zero dollar commitments, use the following job aid: "How do I Create Zero Dollar Requisitions" (CAC-Login Required)

c. Recording commitments and obligation using PRESS: Units currently using PRESS should continue to do so in FY23. The PRESS team will issue additional guidance SEPCOR to address early FY23 use.

d. Recording commitments and obligations using interfacing systems: Specific guidance will be or has been released for interfacing systems as needed. In general, if the interface requires a funds check with FSMS to record a commitment or obligation, the interfacing system will not allow for recording until funds are loaded in FSMS unless the funds check can be turned off. The following are brief guidelines:

i. ETS Travel - E-Gov Travel System Funds check will be turned off in ETS until funds are loaded in FSMS. Per Ref (B), starting 01OCT22 travel can be booked in ETS using FY23 POETs. Units must still keep a local ledger of obligated amounts associated with ETS transactions in order to maintain funds control.

ii. DA - Direct Access will remain available for issuing orders. Depending on the type of orders, different steps will be followed to create orders. For travel associated with accessions, A & C Schools, members should follow ETQC guidance for booking travel in ETS following receipt of orders. SEPCOR guidance for PCS and Short Term ADOS orders is forthcoming.

iii. AMMIS - Asset Maintenance Management Information System will be available to record commitments and obligations following CG-83 communications verifying funds availability.

iv: NESSS - Naval and Electronic Supply Support System will be available to record commitments and obligations following CG-83 communications verifying funds availability.

v: AUXDATA- AUXDATA II will not be fully functional until funds are loaded in FSMS to facilitate the funds check process. CG-BSX-1 has authorized directors to issue verbal orders on a case by case basis for operational needs. Directors must ensure coordination with funds managers to track funding balances during this interim period.

vi: G-Invoicing - The Government Invoicing interface with FSMS is interface go-live, buyer side reimbursable agreements where the Coast Guard is purchasing from other government agencies will be entered in the Sharepoint tracker on CG Portal.

vii: CANAPS Ceiling and Number Assignment Processing System will be available to request new Pollution projects and authorities, Federal On Scene Commanders (FOSCs) should utilize CG-5136s to track costs.

3. Units shall limit purchasing actions until FSMS is available and can support the funds check process provided no operational impacts exist in doing so. Additionally, it is important to note that payment on FY23 invoices and travel vouchers cannot be made until FY23 funds are loaded in FSMS.

4. POC: CDR Jesse Millard (CG-833), 202-372-3575, Email: Jesse.M.Millard@uscg.mil

5. CAPT W.A. Budovec, Office of Resource Management (CG-83) sends.

6. Internet release authorized.

BT


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