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sent out in batches, always run a new total after each
batch is sent out. This will facilitate reconciliation if the
accounting activity has not recorded the last batches
forwarded in the month, then you will need only to look
through the memorandum accounting logbook for the
last batch recorded for use as the point of reconciliation.
NOTE: The accounting activity can establish a
cutoff date as to the last day in the month that documents
can be forwarded to them for posting. This is to make
sure all documents forwarded before that date will be
posted on the report for that month. If you do not enter
the obligations yourself, it is usually a good policy to
stop sending vouchers to the accounting activity 3
working days before the end of the month. Of course
this policy does not apply at the end of the fiscal year,
when the allottee must coordinate with the AAA to make
sure all obligations have been received and posted.
CORRECTIONS
Occasionally you may need to adjust the amount of
a payment or deposit recorded in the accounting system.
When this is necessary, your AAA should be contacted
to make the necessary adjustments.
Incorrect payments or overpayments to claimants
made using Claims, Navy funds should be deposited
back into the operating budget out of which they were
originally paid.
When a claim is paid out of the wrong account (for
example, a personnel claim is paid citing the accounting
data for a federal tort claim), contact your AAA to make
the corrections. The only action required is to notify the
AAA of the mistake. No adjustments need to be made
in the memorandum accounting logbook.
Handle
refunds to carriers as if the carrier was a regular claimant
and pay out of your own authorization. The entry in the
memorandum accounting logbook is the same as a
regular personnel claims payment.
To correct an erroneous payment of a federal tort
claim out of Claims, Defense funds, send a letter to the
Payment Branch, Claims Group, U.S. General
Accounting Officer (GAO), 441 G Street, N.W.,
Washington, DC 20226-0007. The letter should state
that due to an administrative error the claim was paid
out of Claims, Defense funds. Then prepare a Transfer
Between Appropriations, Standard Form 1080, citing
the Claims, Navy funds (the accounting data should be
the same as that of the erroneous payment). Forward
the claim itself with the letter prepared in the same
manner as any claim submitted to GAO with the
necessary documental ion. Finally, include a copy of the
paid voucher with the letter. Upon receipt of this
package, GAO will effect the necessary corrections.
If adjustments after the end of the fiscal year are
necessary, usc the following procedures. If the adjusted
amount does not exceed the total unobligated balance,
then the AAA/FIPC may make the adjustment
authorizations locally and authorization holders need
not notify JAG. If the adjusted amount exceeds the total
unobligated balance, holders should notify JAG
immediately so that appropriate action may be taken.
REPORTS
To provide information required by the Office of the
Secretary of Defense, you will have to submit a report
of the cumulative number and dollar amount of claims
obligated as of the end of the report month for the current
fiscal year (for each type of claim). This report must be
received in JAG within 5 working days after the end of
the month. Use the assigned reports control system for
this reporting requirement
SUMMARY
Claims, claims management, and claims
investigations are important office functions, and the
total dollar amount involved in claims for or against the
government is substantial. The importance of accurate
recordkeeping should be the focus of claims
management and you should strive for accurate records
in your claims office procedures. Accurate, efficient
claims processing not only serves the government but
the claimant as well. The steps necessary to achieve this
goal are your responsibility.
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