02-316.htm - Procedures for Obtaining New Vendor Codes for Outgoing Reimbursable Agreements with USDA Agencies

United States Department of Agriculture
Research, Education and Economics

ARS * CSREES * ERS * NASS

Bulletin

*Title:*	Procedures for Obtaining New Vendor Codes for Outgoing Reimbursable Agreements with USDA Agencies

*Number:*	02-316

*Date:*	December 18, 2002

*Originating Office:*	FFIS Operations Branch, Financial Management Division, ARS/AFM

*Distribution:*	Area Administrative Officers Servicing Budget and Fiscal Officers ARS Vendor Coordinators

Expires:	December 18, 2003

This bulletin provides supplemental procedures to the OCFO Bulletin #2002-006, Common Agreement Numbers, for obtaining new vendor codes for ARS Outgoing Reimbursable Agreements with other USDA Agencies. Some changes to this Bulletin is made on July 17, 2003 (see Enclosure 1).

In accordance with the OCFO Bulletin #2002-006, Common Agreement Numbers, effective 10/01/02, ARS must obtain common agreement numbers (vendor codes) for all outgoing reimbursable agreements with other USDA agencies. As the agency receiving services, ARS is responsible for requesting these new vendor codes from the NFC Table Maintenance Group and providing them to the USDA agency providing the services, so that appropriate elimination entries can be accomplished for both agencies' quarterly and annual financial reports. This bulletin provides supplemental procedures to the OCFO bulletin to clarify the responsibilities. These procedures are for outgoing reimbursable agreements with other USDA agencies only. For incoming reimbursable agreements, the USDA agency receiving our services will perform these tasks.

PROCEDURES FOR OUTGOING REIMBURSABLE AGREEMENTS
WITH OTHER USDA AGENCIES

During the negotiation process, assign an ARS reimbursable agreement number per the document numbering scheme published in the FROG, Appendix C, such as 60-1907-3-001. This will also be the M1 document number used in FFIS.
As the receiving services agency, contact the performing/providing USDA agency and request the information needed to establish common agreement numbers for USDA trading partners in accordance with OCFO Bulletin #2002-006 and give them advance notice that an agreement will be forthcoming. Request the following information:

a. Performing/Providing Services Agency reimbursable agreement number
b. Agency Location Code (ALC)
c. Tax Identification Number (TIN) (optional at this time)
d. Contact Address

Enclosure 1, “Debtor/Paying Agency Accounting Requirements” provides Agency Codes and ALC information for the USDA agencies, for your information.

If the performing/providing services USDA agency wants the agreement first, attach a transmittal that requests the above information.
As the receiving services agency, once the information is received from the performing/providing services agency, provide your servicing Vendor Coordinator the following information:

ARS' Information: (Receiving Services Agency)

        ARS reimbursable agreement number
        ALC
        TIN (optional at this time)
        Billing Address (Area B&F Office)
        Contact Name (ABFO)

Performing/Providing Services USDA agency's information:

        Agency Name
        Reimbursable Agreement Number
        ALC
        TIN (optional at this time)
        Contact Address
The servicing Vendor Coordinator will communicate (via the FFIS COMT table) with the NFC Table Maintenance Group to request the Common Agreement Numbers with the information shown in #3 as prescribed in OCFO Bulletin #2002-006. See Enclosure 2 for an Excel spreadsheet that may be used to either email or fax the information to the NFC Table Maintenance Group. If this spreadsheet is faxed, the Vendor Coordinator must send a COMT to the NFC Table Maintenance Group to let them know that a fax has been sent and the date it was sent.
NFC will add the two vendor codes (providing and receiving) to the VEND table and send a confirmation to the requesting Vendor Coordinator via the COMR table. If the spreadsheet (Enclosure 2) is emailed to the NFC Table Maintenance Group, the vendor codes established will be communicated back via email.
Example: For an outgoing agreement with APHIS, two vendor codes will be established:

The vendor code assigned to ARS is &34033AA#O R, and
The vendor code assigned to APHIS is &34033AA#O P, where AA# is an
alpha-numeric number sequentially assigned by the NFC Table Maintenance Group.
The servicing Vendor Coordinator will notify the ABFO of the two vendor codes assigned by NFC.
The ABFO will screen print the assigned vendor codes from the VEND table, and use the information to prepare the AD-672.
Prepare the AD-672 using the information obtained in Step 2 as follows:
(see Enclosure 3 for a sample AD-672).

Block 1 - Enter the ARS reimbursable agreement number and the Performing USDA Agency's assigned reimbursable agreement number. Verify that the Comments section of the VEND screen prints contain the correct agreement numbers. If VEND is incorrect, request a correction through COMT by the Vendor Coordinator. The IPAC Processing Team (IPPT) will need the correct reimbursable agreement number when the billing is received from USDA agency cooperator.

Block 7 - Enter ARS and Area/ Location followed by the common agreement number assigned by NFC.

Block 8 - Enter the name of the performing/providing USDA agency followed by the common agreement number assigned by NFC

Block 10 - Enter ARS Billing information. For example: "When billing ARS reference M1 6019073001."

Distribution - Forward the completed AD-672 and the VEND table screen print to the Cooperator for signature.
When signed AD-672 is received from cooperator, forward the AD-672 and the VEND table screen print to the ARS Operations Section, NFC, and the servicing funds control office. See Enclosure 4 for sample screen prints from FFIS.
ARS Operations Section, NFC, will enter the M1 into FFIS, using the assigned agreement number and the performing/providing agency's vendor code (common agreement number ending with a “P”).

If you have any questions regarding these procedures, please contact the FFIS Helpdesk via email (ARS-FFIS-FA) or on 301-504-4429. Vendor Coordinators may direct their questions to

Alice Roache, REE Vendor Coordinator, on 301-504-1734.

/s/

S. M. Helmrich
Director
Financial Management Division

4 Enclosures

Enclosure 1

Debtor/Paying Agency Accounting Requirements
(as of July 16, 2003)

Paying Agency ALC	Agency Code	Paying Agency Name	Requirements
12-06-0000	FA	Farm Service Agency	FFIS reference document transaction code MO (starting with fiscal year 2001) or M1 (prior fiscal years) and FFIS reference document number.
12-25-0001	02	Agricultural Marketing Service	FFIS reference document transaction code MO, FFIS reference document number, and line number.
12-37-0001	37	Food Safety and Inspection Service	FFIS reference document transaction code MO, FFIS reference document number, and line number.
12-40-0002	01	Office of the Secretary	FFIS reference document transaction code MO or RQ (green book charges) and FFIS reference document number.
	13	Office of Communication
	14	Office of the General Counsel
	38	Office of the Chief Economist
	42	Office of Budget and Program Analysis
	90	Office of the Chief Financial Officer
	DA	Departmental Administration
	ES	Office of the Executive Secretariat
	IT	Office of the Chief Information Officer
	NA	National Appeals Division
12-40-0300	03	Agricultural Research Service	FFIS reference document transaction code M1, MO, or RQ, FFIS reference document number, and line number.
12-40-0700	07	Rural Development	FFIS reference document transaction code MO, MO reference document number, and MO line number.
	15	Rural Utilities
	32	Rural Business Coop
	SC	National Sheep Industry Improvement Center
12-40-0800	08	Risk Management Agency	FFIS reference document transaction code RQ, MO, or RO, and FFIS reference document number.
12-40-1000	10	Foreign Agricultural Service	FFIS reference document transaction code MO, six to ten position FFIS reference document number, and line number.
12-40-1100	11	Forest Service	FFIS reference document transaction code MO, MO reference document number, and MO line number.
12-40-1600	16	Natural Resource Conservation Service (It is anticipated that during FY03, NRCS will only accept items listed under Section 1)	1. FFIS reference document transaction code RQ or MO and FFIS reference document number, or 2. 7-position accounting classification, and 4-position budget object class, or 3. 2-position budget fiscal year, 3-position fund, 2 or 6-position budget organization code, and 4-position budget object class.
12-40-1800	18	Economic Research Service	FFIS reference document transaction code MO or RQ, FFIS reference document number, and line number.
12-40-2000	20	National Agricultural Statistics Service	FFIS reference document transaction code MO or RQ, FFIS reference document number, and line number.
12-40-2200	22	Cooperative State Research, Education, and Extension Service	FFIS reference document transaction code MO or RQ, FFIS reference document number, and line number.
12-40-2300	23	Department of Agriculture, Office of the Inspector General	FFIS reference document transaction code MO and FFIS reference document number.
12-40-3000	30	Food and Nutrition Service	FFIS reference document transaction code M1 or MO, FFIS reference document number, and line number.
12-40-3400	34	Animal and Plant Health Inspection Service	FFIS reference document transaction code MO (reimbursable work authorizations and inter-agency agreements) and FFIS reference document number.
12-40-3600	36	Grain Inspection, Packers and Stockyards Administration	FFIS reference document transaction code MO, six to ten position FFIS reference document number, and line number.

Debtor/Paying Agency Accounting Requirements as of 10/01/02

Paying Agency ALC	Ag. Code	Agency	Requirements
12-06-0000 Farm Service Agency	FA	Farm Service Agency	FFIS reference document transaction code MO (starting with fiscal year 2001) or M1 (prior fiscal years) and FFIS reference document number and line number, if applicable.
12-25-0001 Agricultural Marketing Service	02	Agricultural Marketing Service	FFIS reference document transaction code MO, FFIS reference document number and line number, if applicable.
12-37-0001 Food Safety Inspection Service	37	Food Safety Inspection Service	FFIS reference document transaction code MO, FFIS reference document number and line number, if applicable.
12-40-0002 DASO	01 13 14 38 42 90 DA ES IT NA	Office of the Secretary Office of Communications Office of the General Counsel Office of the Economist Office of Budget and Program Analysis Office of the Chief Financial Officer Departmental Administration Office of the Executive Secretary Office of the Chief Information Officer National Appeals Division	FFIS reference document transaction code MO or RQ (Greenbook charges) and FFIS reference document number and line number, if applicable.
12-40-0300 Agricultural Research Service	03	Agricultural Research Service	FFIS reference document transaction code M1 or RQ, FFIS reference document number and line number, if applicable.
12-40-0700 Rural Development	07 15 32 SC	Rural Development Rural Utilities Rural Business Coop National Sheep Industry Improvement Ctr	FFIS reference document transaction code MO, FFIS reference document number, and line number, if applicable.
12-40-0800 Risk Management Agency	08	Risk Management Agency	FFIS reference document transaction code RQ, MO, or RO, and FFIS reference document number and line number, if applicable.
12-40-1000 Foreign Agricultural Service	10	Foreign Agricultural Service	FFIS reference document transaction code MO, six to ten position FFIS reference document number, and line number, if applicable.

Debtor/Paying Agency Accounting Requirements as of 10/01/02

Paying Agency ALC	Ag. Code	Agency	Requirements
12-40-1100 Forest Service	11	Forest Service	1. FFIS reference document transaction code RQ, MO, or RC and FFIS reference document number, and line number, if applicable or 2. 8-position job code (6-position management code plus 2-position budget fiscal year), 4-position budget organization code (2-position region plus 2-position unit) and 4-position budget object class.
12-40-1600 Natural Resource Conservation Service	16	Natural Resource Conservation Service	1. FFIS reference document transaction code RQ or MO and FFIS reference document number, or 2. 7-position accounting classification, and 4-position budget object class, or 3. 2-position budget fiscal year, 3-position fund, 2 or 6- position budget organization code, and 4-position budget object class.
12-40-1800 Economic Research Service	18	Economic Research Service	FFIS reference document transaction code MO or RQ, FFIS reference document number, and line number, if applicable.
12-40-2200 Cooperative State Research, Education, and Extension Service	22	Cooperative State Research, Education, and Extension Service	FFIS reference document transaction code MO or RQ, FFIS reference document number, and line number, if applicable.
12-40-2300 Department of Agriculture, Office of the Inspector General	23	Department of Agriculture, Office of the Inspector General	FFIS reference document transaction code MO and FFIS reference document number and line number, if applicable.
12-40-3000 Food and Nutrition Service	30	Food Nutrition Service	FFIS reference document transaction code M1 or MO, FFIS reference document number and line number, if applicable.
12-40-3400 Animal and Plant Health Inspection Service	34	Animal and Plant Health Inspection Service	FFIS reference document transaction code MO and FFIS reference document number and line number, if applicable.
12-40-3600 Grain Inspection, Packers and Stockyards Administration	36	Grain Inspection, Packers and Stockyards Administration	FFIS reference document transaction code MO, six to ten position FFIS reference document number and line number, if applicable.

Enclosure 2

SEE ATTACHED FILE ENTITLED, “ENCLOSURE 2”

Enclosure 3

SEE ATTACHED FILE ENTITLED, “ENCLOSURE 3”

Enclosure 4

SAMPLE VEND SCREEN PRINTS

Providing Agency:

02-310{image1}.gif (53379 bytes)

Receiving Agency:

02-310{image2}.gif (45552 bytes)