MD.250.8.11, FNM - FY 2008 Closing

Maryland Bulletin: 250-8-11
Subject: FNM - FY 2008 Closing
Date: August 20, 2008

Purpose. To provide instructions for FY2008 close-out.

Expiration Date. September 30, 2008.

Explanation. 

In order for NRCS Maryland to meet the General Accounting Office requirements for the end of the fiscal year, the following procedures need to be followed.

Purchases

Check your supplies and any maintenance that might be needed on your vehicles and be sure to complete these purchases before September 5, 2008. Purchases made after September 5, 2008, will only be approved for valid emergencies. Requests must be in writing, approved by supervisor who will forward to Malcolm Reeves, State Administrative Officer, for final review and approval.

Business expenses

Any business expenses made with personal funds should be submitted to your supervisor using SF-1164, forwarded to Financial Management for reimbursement by September 10, 2008.

Purchase Cards

VISA cardholders are not to use the VISA purchase card after September 5, 2008. After September 5, 2008, employees should notify Malcolm Reeves, State Administrative Officer about any emergency purchases needed.

All purchases using the VISA purchase card that have been posted to your account in the Purchasing Card Management System (PCMS) must be reconciled no later than September 10, 2008. Any purchase made, but not appearing in PCMS, are to be included on your SCS-FNM-170, no Exceptions.

SCS-BF-170

At COB on September 10, 2008, will be used to report unpaid items of expense through the end of the fiscal year. Complete form SCS-BF-170 for each individual office and each state office section, and signed by the appropriate supervisor. Double check to make sure all unpaid expenses are reported and estimated as closely as possible where actual amounts are not known. FAX (do not mail) to the State Office, ATTN: Marie Monn, 410-757-0687, no later than COB September 10, 2008, no exceptions.

Travel

All travel authorizations must be entered into GovTrip and approved by September 5, 2008. All travel vouchers must be entered into GovTrip and approved by September 10, 2008, no exceptions.

Overtime

Any overtime hours anticipated for pp19 needs to be approved.

JON F. HALL
State Conservationist

Attachment: See email dated 08/22/2008

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