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                                                                                            September 2, 2011

Subject: FNM – FY 2011 Year End Instructions for Contract Payments, Travel, and        
                        Miscellaneous Purchases

Purpose. To advise employees of year-end procedures, cut-off dates, and due dates.

Expiration Date: December 30, 2011

ACTION REQUIRED BY: As Specifically Shown

In order to gather accurate financial information at the end of the fiscal year, we are establishing cut-off dates and due dates for submitting financial documents to the State Office. These dates have been set according to deadlines issued by the National Office for entry of all payment and accounting transactions.


The deadline for submitting payment documentation for payments approved in Protracts will be close of business on Tuesday, September 27, 2011. The deadline to submit documentation for manually processed contract payments will also be close of business on Tuesday, September 27, 2011. The Foundation Financial Information System (FFIS) is scheduled to be closed down for activity on Wednesday, September 28, 2011, and this is the last day payments will be certified at the State Office level. Due to the anticipated increase in payment activity, payments should be scheduled in a timely manner to avoid delays.


If you are scheduled to travel before September 30, 2011, your authorization must be entered and approved in GovTrip as soon as possible. All travel vouchers should be submitted immediately for all travel previously authorized in GovTrip as soon as possible after travel is completed. If you are unable to enter the voucher for completed travel in GovTrip before September 22, 2011, enter the actual (or estimated) expenses on the NRCS-FNM-170 in the section for estimated travel expenses. Authorizations for travel scheduled to begin after September 30, 2011 for Fiscal Year 2012, should not be entered in GovTrip until after October 1, 2011.


An AD-1164 must be submitted for claims for miscellaneous expenses (POV mileage, tolls, and other out of pocket expenses) incurred by employees that have not previously requested reimbursement before close of business on September 27, 2011.


Outstanding invoices for supplies and services should be forwarded to the State Office immediately upon receipt unless they are purchased using the Purchase Card. Invoices to support credit card purchases are to be retained by the credit cardholder for reconciliation purposes. All items purchased by credit card must be reconciled (and approved) in USBank Access Online on or before September 23, 2011. If there are purchases made by credit card that have not appeared in USBank Access Online by this date, they should be entered on the NRCS-FNM-170 as unbilled expenses for September. Also list purchases on the NRCS-FNM-170 that appear in USBank Access Online, but you will not be able to reconcile prior to this cutoff date (note as unreconciled in description).


Each Field Office, Soil Survey Office, and State Office staff must prepare an NRCS-FNM-170 for the month of SEPTEMBER. This is the only month of the fiscal year that this form is required. An estimate of all expenses for which no document has been forwarded to financial management must be entered on this form. Financial management must receive this report on or before September 26, 2011, and negative responses are required.

Invoices and AD-1164’s for miscellaneous expenses listed on the NRCS-FNM-170 should still be forwarded to financial management as soon as possible to avoid unnecessary delays in payment.

Contact. Kyle Bolduc, Budget Officer at 207-990-9556 or email if you have any questions concerning these year-end procedures.

/s/  William R. Yamartino, Acting

State Conservationist


The following document requires  Adobe Acrobat (.pdf)

Attachment - NRCS-FNM-170 -- Month-End Report of Unpaid Expenses (.pdf)