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U.S. Geological Survey Manual

336.3 - Billing Divisions within the USGS

3/19/93

OPR: Admin/Financial Management

1. Purpose. The purpose of this Survey Manual chapter is to describe each Standard Voucher (SV) number which results from electronically transmitted cost data and appears on the "Detailed Status of Current Year Transactions," Report 268. Division contacts and their respective phone numbers are provided. Each description includes the number which was previously used and the corresponding new number.

2. Policy. It is U.S. Geological Survey's (USGS) policy for divisions ordering goods and services from other divisions within the USGS to bill them through a SV which appears on Report 268.

3. Responsibilities. The Office of Financial Management (OFM) is responsible for developing policies and procedures for the SV interface through which these divisional charges are distributed and generating Report 268.

4. Standard Format.

The revised standard format for an SV is as follows:

$ AAAA F XX YYY

Sequential number

Month processed (Accounting month for PRUS)

Fiscal year code (2=1992, 3=1993)

Four character acronym

Constant for all SV interfaces

5. SV Descriptions.

SELF-SERVICE STORE BILLING--DENVER

Old Number 91XXJV10YYY

New Number $SSSD2XXYYY

The purpose of the interface is to transfer funds from division accounts to the Central Region warehouse reimbursable account. The charges are for office supplies, hardware, and other items issued from the Central Region warehouse. These transactions are assembled by the Self-Service Store in Denver and transmitted electronically to OFM monthly. The Office of Systems Management (OSM) updates this data into the Federal Financial System (FFS) monthly.

Submitting Office Contact/Phone:

Clifford Hooper (303) 236-5860

NATIONAL MAPPING DIVISION (NMD) INTERNAL EXTRAORDINARY EXPENDITURE REPORTS

Old Number JV1291XXYYY

New Number $EERS2XXYYY

This interface charges NMD expenses for photo lab contracts and direct mapping projects to the proper NMD account.

Each NMD region (Western Mapping Center (WMC); Mid-Continent Mapping Center; Rocky Mountain Mapping Center (RMMC); and Earth Resources Observation Systems Data Center (EDC)) sends transactions to NMD Head-quarters in Reston monthly. The OSM receives the electronically transmitted data from NMD in Reston and updates FFS.

Submitting Office Contact/Phone:

Neal Cunningham (703) 648-4601

(NMD data collection and transmission)

Additional Contacts/Phone:

Irene Girard (703) 648-4604 (Invalid

accounts and errors)

John Fenniman (303) 236-5835

(RMMC program management)

Jean Paulson (605) 594-7560 (EDC)

MISCELLANEOUS SV ADJUSTMENTS

Old Number JV1991XXYYY

New Number $RMVR2XXYYY

RMMC Administration Services uses this interface to make changes to charges on their Report 268. Extensive logs are maintained by originators for audit purposes. The log number is included as the first 5-digits in the description field. Data is transmitted from Denver to OSM monthly for FFS update.

Submitting Office Contact/Phone:

Cheryl Davis (303) 236-5827

NMD BILLING, MAPPING APPLICATIONS CENTER

Old Number JV1891XXYYY

New Number $PRNT2XXYYY

NMD Headquarters billing for printing services. Printing services include: actual time, labor, materials for printing, type preparation, photo lab, reproduction, and thematic charges. Charges are primarily to Geologic Division (GD); however, a portion may be to Water Resources Division (WRD). The NMD Headquarters electronically transmits the data to OSM monthly and the data is updated into FFS.

Submitting Office Contact/Phone:

Pat Stangler (703) 648-5159

Dick Haefs (703) 648-5156 (Alternate)

BILLING FOR THEMATIC WORK

Old Number JV2091XXYYY

New Number $THEM2XXYYY

Lump sum billing for non standard NMD services, such as a broad range of specially designed maps, publications and bulletins, and cartographic and printing services. These services are billed at an hourly rate to other divisions such as: Eastern Mapping Center in Reston; WMC in Menlo Park; and RMMC in Denver and Flagstaff. OSM receives the electronically transmitted data from NMD in Reston monthly and updates FFS.

Submitting Office Contact/Phone:

Doug Weaver (703) 648-4612

WRD, ARVADA LAB SERVICE BILLING, CENTRAL ANALYTICAL LAB, WRD

Old Number JV2291XXYYY

New Number $WLAB2XXYYY

Billing for analysis of water samples and supplies used for the collection of water samples processed for WRD District Offices. This data is gathered by WRD Arvada Lab in Denver, Colorado, and then electronically transmitted to OSM in Reston. The OSM updates FFS monthly.

Submitting Office Contact/Phone:

Wayne Nitta (303) 467-8030

Additional Contact/Phone:

Debi Treseder (303) 467-8017

WRD, HYDROLOGIC INSTRUMENTATION FACILITY, BAY ST. LOUIS, MISSISSIPPI, BILLING

Old Number HIFE91XXYYY

New Number $WHIF2XXYYY

WRD billing to all districts for warehouse equipment, purchases and rentals, water quality monitors, analog digital recorders, equipment repairs, etc.

Submitting Office Contact/Phone:

Donna Criswell (601) 688-1575

VISU BILLING GD LAB SERVICE, HEADQUARTERS

Old Number BOVS91XXYYY

New Number $VISU2XXYYY

Billing for photo lab charges, exhibits, and other visual services provided to all divisions by the GD, Office of Scientific Publications, Visual Services Branch. This data is collected and electronically transmitted by the GD Lab Service Headquarters to OSM monthly.

Submitting Office Contact/Phone:

Rea York (703) 648-4325

SELF-SERVICE STORE BILLING--RESTON

Old Number 91XXJV25YYY

New Number $SSSR2XXYYY

Transactions generated from Self-Service Store purchases. Funds are transferred from division accounts to the Reston warehouse reimbursable account. Charges are for office supplies, hardware, and other related items issued from the Reston warehouse. Transactions are gathered by the Self-Service Store in Reston and transmitted electronically to OSM for conversion into FFS.

Submitting Office Contact/Phone:

Frank Black (703) 648-7284, or

Jeff Fleming (703) 648-7282

Additional Contact/Phone:

Bruce Monroe (703) 648-7247

BILLING FOR PRINTING SERVICES

Old Number SPUB91XXYYY

New Number $SPUB2XXYYY

The GD, Office of Scientific Publications, billing for printing service of books and maps. Data is generated by the GD in Reston, and electronically transmitted to OSM monthly for FFS update.

Submitting Office Contact/Phone:

Rea York (703) 648-4325, or

Bill Elliott (703) 648-4324

NMD INTER-DIVISION MAP SALES

Old Number JV3091XXYYY

New Number $OUMS2XXYYY

The purpose of this interface is to reimburse the NMD for official use of maps and books received from an Earth Science Information Center (ESIC) during a calendar month. A report is generated listing all transactions by division and copies are distributed to each division. The date received, person receiving the items (first five letters of name), ESIC location, and total cost are identified for each transaction or visit. Each transaction is listed in a separate line on the voucher. The original request for maps and books is retained in the ESIC filling the request. Each ESIC location prepares a file containing information used for the voucher. The files are combined, formatted, and transferred by NMD to the AMDAHL for OSM to update FFS.

Submitting Office Contact/Phone:

Diane Putnam (703) 648-5788

NMD RMMC SALES

Old Number ROFB91XXYYY Books

ROUM91XXYYY Maps

New Number $ROFB2XXYYY Books

$ROUM2XXYYY Maps

NMD billing for map products such as topographic maps, geologic maps, aerial photos, published manuscripts, books, and open files. Data is transmitted from NMD in Denver to FFS monthly.

Submitting Office Contact/Phone:

Helen Ortega (303) 236-7475 ext. 242

Patricia Gonwa (303) 236-7481

Kim Tompkins (303) 236-7481

KOMAND--COMPUTER UTILIZATION BILLING

Old Number 10LKOMXXYYY

New Number $KOMD2XXYYY

The purpose of this interface is to reimburse ISD for computer services used during the month by USGS divisions. These services include: processing charges for the AMDAHL computer, disk storage, tape storage, contractor services, technical consultation, GEONET, and processing charges for the VAX computers. Each account number has one transaction for all the services used. Transactions are programmatically created from a file provided by ISD to update FFS.

Submitting Office Contact/Phone:

Hank Brown (703) 648-7105

Robin Norris (703) 648-7172

DORRAN--PURCHASE OF SPECIAL PRODUCTS

Old Number DORR92XXYYY

New Number $DORR2XXYYY

DORRAN allocates direct and indirect costs to the appropriate accounts when customers contact individual sites to purchase products such as aerial photographs, digital cartographic data, and maps from USGS. Data is transmitted from EDC to OSM, and OSM updates this data into FFS monthly.

Submitting Office Contact/Phone:

Dale Johnson (605) 594-7974

PAYROLL RESOURCE UTILIZATION SYSTEM (PRUS)

Old Number PRUS92XXYYY

New Number $PRUS2XXYYY

PRUS creates payroll SV transactions which update FFS by moving expenditures from one account number to another. It provides USGS management with daily staffing levels relative to the full-time-equivalent ceiling. It tracks and totals hour usage by pay period and reports the bureau's progress in attaining its assigned ceiling.

Submitting Office Contact/Phone: Phone numbers are listed in PRUS. Log into PRUS, select reports menu, and choose option 7 to obtain the JV audit report which lists the phone number of the person transferring the charges.

DIRECT ACCOUNTABILITY OF POSTAL CHARGES

New Number $POST2XXYYY

Actual postal costs are charged to division accounts each quarter. The Postal Service determines the actual amount of postage used by

USGS offices and submits quarterly statements detailing postage use by location. The OSM uses the Postal Service input to distribute charges to division offices.

Submitting Office Contact/Phone:

Bert Simon (703) 648-7283


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URL: http://www.usgs.gov/usgs-manual/330/336-3.html
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Last modification: 08-Jan-2013@15:28 (kk)
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