FMS Form 1219/1220

Overview

The Financial Management Service (FMS) Form 1219/1220 manages the preparation, review, and printing of the FMS Form 1219 Statement of Accountability and the FMS Form 1220 Statement of Transactions. The FMS Form 1219 Statement of Accountability is used to determine the accountability of disbursing officers for funds held outside the Department of Treasury, that is, cash on hand. This includes Department of Treasury Regional Finance Centers (TRFCs), Military Departments (Army, Navy, and Air Force), and nonmilitary agencies that do their own disbursing. The FMS Form 1220 Statement of Transactions provides treasury with a monthly statement of payments and collections for the agency.

Agencies have these requirements for the FMS Form 1219/1220:

• Generate the FMS Form 1219/1220 report every calendar month.

• If there are no transactions during the accounting month, submit an FMS Form 1219 zero activity report.

• Submit a separate FMS Form 1219/1220 report for each agency location code.

• If necessary, submit a supplemental FMS Form 1219/1220 report to adjust data.

Oracle U.S. Federal Financials FMS Form 1219/1220 provides the functionality necessary to meet these requirements. See also: Treasury Financial Manual (TFM), 2-3100.

The FMS Form 1219/1220 includes these features:

• Generate the FMS Form 1219 Statement of Accountability and FMS Form 1220 Statement of Transactions as one report.

• FMS Form 1219/1220 Process, to select General Ledger transactions for processing and reporting.

• FMS Form 1219/1220 Transaction Correction window, to assign lines and the Agency Location Code (ALC) to transaction records where the required information cannot be identified. Users can also adjust records and assign these records to lines on the report.

• FMS Form 1219/1220 Exception Report, which includes transactions either included in or omitted from the FMS Form 1219/1220 report that require review or correction.

FMS Form 1219/1220 Process Diagram

The diagram illustrates the FMS Form 1219/1220 process.

FMS Form 1219/1220 Process Diagram

FMS Form 1219/1220 Process Diagram (Continued)

Using FMS Form 1219/1220

The Oracle U.S. Federal Financials FMS Form 1219/1220 contains these features:

• FMS Form 1219/1220 Report Definitions window

• FMS Form 1219/1220 Process

• FMS Form 1219/1220 Transaction Correction window

• FMS Form 1219/1220 Report, including the ability to generate supplemental reports

• FMS Form 1219/1220 Exception Report

The FMS Form 1219/1220 report process includes these activities:

1. The agency defines bank account for each agency location code in the Bank Accounts window in Payables or Receivables..

2. The agency enters the treasury symbol and fund values to be reported in the Define Appropriation Parameters window. Transactions are reported by treasury symbol on the FMS Form 1220 Report.

3. In the FMS Form 1219/1220 Report Definitions window, the agency selects the Accounting Flexfield segment used to determine the transactions to be reported on the FMS Form 1219/1220 Report. The default ALC is also defined for each record to be used when the ALC cannot be determined from a bank account. .

4. The agency processes disbursements and receipts throughout the accounting month, posting transactions to General Ledger.

5. Interagency transfer transactions are entered in the Interagency Transfers window. Refunds, voids, and customer agency chargeback transactions are entered in the Cash Receipt Refunds window and the Payable Refunds window.

6. At month-end, the agency runs the FMS Form 1219/1220 Process procedure. All applicable transactions, including disbursements, receipts, and interagency transactions, are selected.

   Transactions where the line information could not be identified are populated in the FMS Form 1219/1220 Transaction Correction window.

   Note: When the process is resubmitted and the Delete Corrections parameter is set to No in the Parameters window, any additional records entered in the FMS Form 1219/1220 Transaction Correction window are not deleted.

7. The agency performs the FMS Form 1219/1220 Correction procedure to update the transactions selected by the FMS Form 1219/1220 Process. Updates are performed by assigning line numbers of the report to the transaction in the FMS Form 1219/1220 Transaction Correction window. Adjustments can also be entered in the FMS Form 1219/1220 Transaction Correction window to account for items not selected in the FMS From 1219 and 1220 Process.

8. The FMS Form 1219/1220 report process prints the FMS Form 1219 Statement of Accountability and the FMS Form 1220 Statement of Transactions.

   Note: The FMS Form 1219/1220 can be regenerated as long as Preliminary is selected in the Parameters window during report generation. If Final is selected, the report cannot be regenerated except as a supplemental FMS Form 1219/1220.

   Records that do not have lines assigned are not reported in the FMS Form 1219/1220 report process.

9. If the FMS Form 1219/1220 is run in Preliminary mode, exception items can be corrected for regeneration of the current month's report. The FMS Form 1219/1220 Exception Report can be used to compare FMS Form 1219/1220 reported amounts with amounts on general ledger balancing reports for the reporting period.

10. If additional transactions must be reported after FMS Form 1219/1220 submission in final mode, a supplemental FMS Form 1219/1220 can be generated using the FMS Form 1219/1220 Process procedure, the FMS Form 1219/1220 Correction procedure, if required, and the FMS Form 1219/1220 report procedure. Only transactions not previously reported are included. If applicable, an Exception Report is also generated as described in Step 7.

11. After the FMS Form 1219/1220 is generated in final mode, the Electronic FMS Form 1219/1220 is automatically created where the data is written to a file in the GOALS II 1219/1220 Bulk File layout.

Related Topics

Define Bank Accounts,Oracle U.S. Federal Financials Implementation Guide

Appropriation Parameters Setup,Oracle U.S. Federal Financials Implementation Guide

Federal Report Definitions Setup,Oracle U.S. Federal Financials Implementation Guide