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FEDLIB  August 1999

FEDLIB August 1999

Subject:

FY99 End-of-Year Schedule

From:

Publications FLICC <[log in to unmask]>

Reply-To:

FEDLIB: Federal Librarians Discussion List

Date:

Fri, 6 Aug 1999 11:54:51 -0400

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (158 lines)

Information Alert 99-8

TO: FEDLINK Members=AFFEDLINK Vendors
FROM: Joe Banks, FEDLINK Business Manager
SUBJECT: FY99 End-of-Year Schedule

1. End-of-Year Schedule

For the last year, FEDLINK's Customer Service Initiative has been =
researching, compiling, and identifying a variety of efforts to improve =
our program for members. We have already met many of the goals set for the =
FY2000 registration process including extending our year-end deadlines for =
adding funds. To meet this goal, FEDLINK coordinated with the Library of =
Congress (LC) Financial Services Directorate and LC Contracts and =
Logistics office to extend the year-end deadlines for adding funds for =
FY99.

FEDLINK is pleased to announce that the dates for adding funds have been =
officially extended to September 15, 1999, an extension of more than 30 =
days beyond last year's deadline. The September 15, 1999 date is only =
available for transactions that do not require competition. (For more =
detailed information, see the FY99 End-of-Year Schedule contained in =
Information Alert 99-8 on the FLICC/FEDLINK Web site at http://lcweb.loc.go=
v/flicc/ia/iacurr.html.) This extension does, however, dramatically reduce =
the amount of time for your agency to sign its Interagency Agreement =
(IAG). Be sure your agency coordinates with your budget office to ensure =
that the IAG is returned by the date indicated on the enclosed schedule. =
To ensure that vendors receive delivery orders on time and can process =
these transactions, FEDLINK's deadlines are firm. Any request received =
after these deadlines will be processed as a FY2000 transaction. Contact =
the FEDLINK Hotline at (202) 707-4900 for assistance with all your =
end-of-year transactions.

2. Increasing Funds=AFAugmenting Existing Accounts or Adding New Services

You may increase the funding in your accounts or begin new services by =
adding new money to your IAG or by moving money between accounts. You may =
only increase funding to cover your known or anticipated usage of FEDLINK =
services=AFto cover deficits, rejected invoices, or invoices that the =
vendor has not yet submitted. You may begin new services only if you will =
be able to receive service from the vendor or place firm orders/subscriptio=
ns before the end of  FY99. All the appropriate delivery orders must be =
issued before you can "use" your funding increases.

Signature on IAG Amendment

If you are adding new funds to your IAG (rather than moving existing =
funds), your agency will need to sign an IAG amendment and provide a funds =
certification for the new amount. LC will have to complete the billing for =
the IAG amendment before the fiscal year closes. This process can work =
much faster if you attach a billable funding document (which has the =
necessary signature and funds certification) to your request to add new =
funds.

For direct pay increases, where additional fees may be necessary, your =
agency will need to sign an IAG amendment and provide a funds certification=
. To expedite your end-of-year order, you may send in your direct pay =
Purchase Order (and any supporting documentation) with your request form =
instead of waiting to attach it to your IAG amendment.

Procurement Thresholds

If your funding increase causes your existing account or new service =
account to go over $25,000, your requirement must be synopsized in the =
Commerce Business Daily before a delivery order can be issued. If your =
increase makes your account cross the $100,000 simplified acquisition =
threshold, a contracting officer will have to assist you in a formal =
competition. The end-of-year deadlines give LC/C&L enough time to handle =
this work for transfer pay customers and to review and authorize appropriat=
e purchase orders/modifications (P.O.s) from direct pay customers. If you =
plan a direct pay action that will cross the procurement thresholds, you =
need to give your local contracting officer enough time to synopsize your =
requirement and/or conduct competition for you.

If you anticipate a $100,000 action or any other action that will require =
extensive coordination or formal competition=AFsuch as a new serials or =
technical processing account=AFplease contact FEDLINK right away.

Forms and Supporting Documentation

Use the New Service/New Funds form to add new money to your IAG for an =
existing transfer pay or direct pay service account or for new accounts of =
either type. Use the Transfer Pay Account Adjustment form to move money =
into an existing or new transfer pay account.

Remember to send in the supporting documentation that LC/C&L needs to =
issue your delivery order. This includes: names of ordering officials for =
new transfer pay books accounts; direct pay P.O. modification; direct pay =
proof of synopsis for new services over $25,000; and selection documentatio=
n for actions over $100,000.

3. Decreasing Funds=AFMoving Funds Out of Accounts and Requesting =
Terminations and Refunds

You may decrease the balances in your accounts and use the "deobligated" =
funds to augment other current year accounts or to start new accounts, or =
you may have the funds returned to your agency. You may terminate a =
service if you need to have all of its passwords canceled or authority to =
place orders curtailed. You may move or refund the balance left in a =
terminated account. Because all delivery orders expire automatically on =
September 30, you do not need to formally terminate a service simply =
because you do not intend to place more orders with the vendor this year.

Sufficient Remaining Balances

When you decrease the funds in an account, you must leave sufficient funds =
behind to cover rejected invoices, pending invoices, on-order items, and =
your August and September usage. The Transfer Pay Account Adjustment form, =
which you use for both money moves and refunds, requires that you certify =
that you have checked with the vendor and that funds that remain in the =
account will be sufficient to cover all charges against the account. To be =
sure your accounts are not left in the red, FFO will double-check with the =
vendor to be sure all outstanding charges are accounted for before moving =
funds out of your account or refunding money.

Additional Usage:

Because no decrease takes effect until a delivery order is issued, you =
must be careful that your agency does not "spend" the money you intend to =
have moved/refunded by placing orders against it after you have submitted =
a request to decrease funds. Similarly, your agency will be responsible =
for any usage incurred between the time you submit a request to terminate =
a service and the time the final delivery order is issued.

Refunds

Refund requests may be processed at any time, but in order for your agency =
to receive a refund in time to "reobligate" the funds this fiscal year, =
your request must be submitted by July 30. You should be aware of a =
federal financial procedure that can make your current year refund =
available for reobligation before your agency actually receives the refund =
check/EFT from LC. After you receive a copy of the LC delivery order that =
deobligates your funds from the vendor, your finance office may "book a =
receivable" in the exact amount of the delivery order. This is the exact =
amount LC will refund to your agency. With a receivable on the books, your =
agency may obligate the funds, even though LC has not yet transferred the =
cash back into your agency's account.

Instead of requesting a refund, you may find it useful to move money into =
other accounts to cover anticipated expenses. This reduces the likelihood =
of having to transfer additional FY99 funds to cover deficits at some time =
in the future. For example, you might move funds into your serials account =
to cover supplementals or bill-laters, or into a database account to cover =
online subscription charges.

Forms and Supporting Documentation

Use the Transfer Pay Account Adjustment form for all transactions that =
decrease the funding in your services.

4. Assistance

If you would like to review your accounts with Fiscal staff to help plan =
your end-of-year actions, please call the Fiscal Hotline to set up a =
meeting or to schedule a conference call. If you have any questions about =
end-of-year transactions, please contact the Hotline at: (202) 707-4900, =
tty: (202) 707-4998; fax: (202) 707-4999; email: [log in to unmask]

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