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Page Title: Funds Administration
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the Claims, Defense Appropriation and (2) deposits made into an appropriation other than Navy claims funds. Deposits received in foreign currency should be deposited with the local disbursing officer in the same manner as any other collection. It is the responsibility of the local disbursing officer to exchange the foreign currency  for  United  States  currency. .   Deposits—Claims,   Defense Appropriations— carrier recoveries are the major type of deposits you will encounter in this category. Specific instructions for making deposits of carrier recoveries and any additional types  of  transactions  related  to  carrier  recoveries  are found in JAGINST 5890.1. . Deposits-other than into the Claims, Defense Appropriations. Money recovered under the MCRA and  from  affirmative  tort  claims  related  to  damage  of government property is not deposited into the Claims, Defense  Appropriations  but  into  a  Navy  general  fund receipt  account.   The check or money order should be made payable to the order 01 the collecting organization or to the Treasurer, United States. FUNDS ADMINISTRATION The primary report used to manage these funds is the Trial Balance Report, NAVCOMPT Form 2199A (fig. 12-9). This report must be reviewed to verify that the amount of funds authorized is accurately recorded on  the  report. To  do  this,  compare  your  current authorization to the amount shown for the General Ledger Account (GLA) 1031. They should be equal. The amount currently reported as obligations in the GLA 0998 should be reviewed next. This figure should be as current as possible. If  you  are  able  to  enter  your obligations directly into the system, this should not be a problem. Next, review what has been disbursed by looking at the GLA 1060. Within several months after the end of each fiscal year, this should equal the total amount obligated. If this is not the case, determine the reasons for the differences. Finally, determine if there were any problems in liquidating the amounts obligated by looking at the GLA 1960. This will tell you what amounts have been disbursed against your account that have   problems   (for   example,   no   corresponding obligation or erroneous accounting data). Make sure these  problems  are  promptly  corrected. Your responsibilities do not end on 30 September. You  must  continue  to  review  NAVCOMPT  Form  2199A for prior years to make sure the obligations are promptly liquidated and erroneous expenditures are not charged against  your  operating  budget. RECONCILIATION Reconciliation  compares  what  is  recorded  in  your memorandum accounting logbook with what has been recorded in the accounting system. You must reconcile both   obligations   and   expenditures.   What   makes reconciliation  so  crucial  is  that  the  authorization accounting  activity  (AAA)  records  are  the  official records  accepted  by  higher  authority.  For  this  reason they must be correct. Although the responsibility for the error  may  not  be  yours,  the  responsibility  for  an overobligation is yours. his is why you are responsible for reconciliation, not the AAA. To  reconcile  you  must  understand  what  happens  to a voucher after it has been prepared. The original and copies are sent to the disbursing office. A  copy  is retained in the preparing office for its records and either (1) a copy is sent to the AAA or financial information processing center (FIPC) to record the obligations or (2) an obligation entry is made using your local AAA/FIPC automated system. The Navy  Comptroller  Manual states that an approved claim authorized by law is an obligation.  Therefore,  to  maintain  current  obligations, the  AAA/FIPC  must  receive  and  obligate  advance copies of payment vouchers. Then, when a copy of the paid voucher is received from the disbursing officer, the claim  payment  is  removed  from  the  accounts  payable and  becomes  classified  as  an  expenditure. Occasionally an AAA may not receive an advance copy of a payment  voucher.  In  those  rare  instances,  the AAA would have an immediate expenditure. At the end of each month, the AAA uses these entries to generate several accounting reports. One of these reports is the NAVCOMPT   Form   2199A. This   report   gives cumulative  figures  for  your  claims  authorization.  If  the cumulative  obligtitions  shown  on  the  NAVCOMPT Form  2199A  equal  the  cumulative  amounts  recorded  in the memorandum accounting logbook, then they are in balance and reconciliation should normally be the case. Reconcile by job order, First verify that the amount obligated in the job order is accurately reported. Then check the listing of unliquidated obligations to see what obligations  have  not  yet  been  liquidated. To  reconcile,  you  need  two  reports  from  your AAA—a listing of expenditures processed against your authorization and a listing of all outstanding obligations. If you have not received the necessary reports from your AAA  and  the  AAA  will  not  cooperate,  JAG  should  be advised. The AAA is responsible for cooperating in any way possible and responding to any reasonable requests. 12-38

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