Correcting Errors on Reports

Report Error Procedures

Report errors can occur for a variety of reasons. Some of the more
common are:

• Charge to a wrong cost structure
• Expenditure made without a referencing obligation
• Incorrect fund targets
• Collection transmittal credited to the wrong fund
• Incorrect amount
• Incorrect fiscal year

When an error is identified, there are different processes you should
take depending upon the type of error and what type of transaction it is.

Expenditure Documents

For expenditure documents only (Transaction Codes FP, FV, BV, SV. PV, TV, IF, NB, NJ, CP, FS, MP, FL, TS) do a redistribution (RDS).

There are two different forms; one for non-payroll and another for payroll.

Non Payroll

Expenditures that are charged to the wrong cost structure MUST be redistributed. The redistribution is either done by the field station or by Cost Accounting at the Finance Center.

1. Prepare a redistribution data sheet using a copy of the OOTR which will be attached as backup.
2. On the OOTR, use the information that appears under ****current month**** and not the information appearing under sequence/original.
3. An RDS must balance to zero. One suggestion is to use the first line to decrease the incorrect cost structure and the second line to increase the new cost structure.
4. Complete all fields on the form including date, signature, and description.

Payroll Adjustments

A copy of the Labor Cost Detail Report is to be used in the preparation of the Payroll Off-Line Redistribution Sheet. The specific correction that is to be made is attached as backup documentation.

Undelivered Orders

For undelivered orders (Transaction Codes OF, MO, FO, GO, RO), do a PO Modification; DO NOT RDS

Any changes to an existing purchase can only be done with the contracting officer; DO NOT make any change without prior COTR approval.

To change a cost structure:

• note cost structure change on procurement document, date, & initial
• forward to the person doing RDE (must be signed by contracting officer)

To increase the amount of the order:

• if total amount is increased by 10% a SF30 is required
• if total amount is increased less than 10%, "variance approved" is to be written on the procurement document and it must be signed by the contracting officer

To decrease the amount of the order:

• write on the procurement document why the order is being decreased
• requires signature of the contracting official.

To cancel an undelivered order:

• on the UDO REPORT, the contracting officer writes "cancel" and dates and initials
• copies are forwarded to person doing RDE or to NBC

Fund Targets

If the Fund Target on the reports is not correct, either fill out the Office Fund Target form or follow your Regional instructions for requesting a fund target addition or change.

Collections

If any of the reports shows an error on a collection, DO NOT RDS. Please send a copy of a corrected collection transmittal (be sure to mark it as such) or send a memo to the Finance Center Collections Department and the Finance Center will modify the collection document. This cannot be done via RDE.

Travel Orders

A Travel Order modification has to be sent to NBC.

To cancel a cost structure:

• note cost structure change on copy of UDO Report
• send to your Regional Office who will forward the document to NBC

To cancel a travel order:

• write "cancel" on copy of UDO Report; sign and date
• send to your Regional Office who will forward the UDO Report to NBC