Intra-Governmental Reimbursable Process. FSIO Standard Business Reimbursable Management Processes...

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Intra-Governmental Reimbursable

Process

FSIO Standard Business Reimbursable Management Processes

and Appendix F- Interagency

Agreement Standard Form

www.fsio.gov

Summary of Reimbursable Management

es Continue Performance on IAA

Agreement Management

Work in ProcessRA 5.3

Receivable and Payment Management

RA 5.4

IAA Activity ReconciliationRA 5.5

Performance Complete

Sign IAA RA 5.2

Negotiate IAARA 5.1

IAA Order CloseoutRA 5.6

• Buyer identifies a need– Do I have the funds?– Do I have authority to enter into an interagency agreement for this purchase?

• A commitment for the purchase is entered in the system.

• Negotiations– Goods/services provided– Costs– Billing Terms– Period of Performance– Ownership of Property

• Preparing the IA Form– Form has 2 sections

• General Terms and Conditions

• Order

• Buyer has ultimate responsibility for completing the form• Form should be completed and signed in a electronic format

General Terms and Conditions (GT&C) Section

Order Requirements and Funding Information (Order) Section

• Seller receives and signs agreement– Sets up attribute for the agreement in the core

financial system to track costs, billing etc.– Agreement is recorded in the system

• Work begins

• Work in Process– expenditures related to the agreement are tracked in the seller’s system by the attribute assigned

– seller records a receivable based on these costs and provides the buyer a WIP report in order to record an expense accrual

• Billing– frequency based on terms of IA– bill is created and sent to buyer at least 7 days

prior to collection (IPAC)– includes amount billed and any offsetting

credits

• Payment– based on the bill, thebuyer can approve, partiallyapprove, or reject the bill forpayment– buyer initiates payment in the IPAC system– outlays are recorded and receivable and accrual

are adjusted within the month of the transaction

Buyer• Undelivered Orders• Advances to Others• Accounts Payable• Expenses

Seller• Unfilled Customer Orders• Advances from Others• Accounts Receivables• Revenue

• Agreement Reconciliation

• Seller Economy Act Reconciliation

– Revenue vs. Expense

– Unfilled Customer Orders vs. Undelivered Orders

• Agreement Closeout– Seller

• reviews all open orders close to their end date to determine if the work is complete

• sends a confirmation to the Buyer that all goods/services were received and accepted

• closes out any open obligations related to the order• determines final costs and resolve any outstanding

receivables• closes out UCO and notifies Buyer to close UDO

Intra-Governmental Reimbursable Process. FSIO Standard Business Reimbursable Management Processes...

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