Month: March 2020

Citibank GTC Migration Repository

There has been a lot of information (and it seems even more issues) regarding the new Citibank Government Travel Card (GTC) transition. It’s a lot to keep up with, but we’re trying to create a single source for all the info you need. Let me know what I am missing in the comments below.

Points of Contact:

Kelly A. Praino

Staff Accountant-CivPay/GTCC

Commercial 478.222.5887 / DSN 472.5887

Darrell Haraway

Air Force Banking Division – SAF/FMFSI (AFAFO-F)

Commercial 240.612.5289 / DSN 612.5289

Guidance:

Forms:

Proper DEAMS Purchase Order Type for Syncada MORDs

When establishing Purchase Orders (POs) in DEAMS for US Bank Syncada invoices the correct PO Type is Planned Purchase Order. 

Recently there has been an increase of MORDs being established with a PO Type of Standard Purchase Order, which is causing a lot of manual work.  This causes the invoice to Interface into DIMES with an error. It will then need to be uploaded into EDM and manually processed by straight post (similar to a straight obligation) since releases cannot be reserved, approved, or matched on Standard POs in DEAMS. This causes delays in processing.

There are job aids on the DEAMS Outreach Portal or they can reach out to their DEAMS SME for technical assistance.

Source:

Jacquelyne Morrow

DFAS Limestone | JAMBA

Comm 207-328-1632 / DSN 220-1632

Step-by-Step Directions for Recording CETS in LMS

With COVID-19 keeping many of us home, now is the perfect time to get caught up on your FM Certification CETs.

Review the slides below for CET requirements and guidance

  • Training hours required by Cert Level (slide 5)
  • When CET Cycle Starts and Ends (slide 6-8)
  • What Counts for CETs (slide 9-13)
  • What Does Not Count for CETs (slide 14)

Remember, you cannot retake/use a course for CETs you used to achieve FM Certification.

Step-by-step instructions to record CET’s in LMS

Got to FM Online

  • Click on the FM LMS tab
  • Click on LMS Login (use your E-mail certificate)

Instructions to Record Learning for CET’s

  1. Search keywords FM CET Course
  2. Select the correct CET Cycle (Years 0-2 if this is your 1st CET cycle or Years 2-4, if it’s your 2nd, etc)
  3. Select Course 01 for the first class you are recording (repeat this steps 3-7 as many times as needed to record your 40 hours – use Course 02, 03, 04 for each consecutive course you need to record)
    • If you want the courses to display in date order, you will need to enter your oldest course first (Course 01), and so on
  4. Change Completion Status to Seminar Complete…
  5. Change the Completion Date to actual date you completed the class
  6. Change the Credit Hours to the number of hours you received for CETs for the class
  7. Enter Course Name in the Comments field
  8. There are NO ATTACHMENTS for CETs
    • Retain training documentation for a minimum of 4 years, in case of an audit
  9. You MUST Record Learning one more time; Keyword Requirements Complete
    • Choose the correct CET cycle; Year 0-2 or Year 2-4
    • Change Completion Status to FM-Achievement-Complete…
    • Note: CET’s are self-certified – no supervisor approval required
  10. Pull a copy of your CET scorecard, ensure it states All Requirements Met, and keep a copy with ALL completion certificate used as CETs
    • Retain for copies for a minimum of 4 years, in case of an audit

Other Important Items to Note

  • Just as FM Certification is a job requirement for all in FM-coded positions, CET’s are a job requirement for all FMers and follow the same failure to comply guidance
  • You may only use training completed after your certification date and within your training window for CET’s; idea is to maintain training in the FM Competencies
    • Example: Certified 7 Sep 2017
      • CET training window for 0-2 Year Period:  8 Sep 2017 – 31 Dec 2019; required hours must be completed in this window
      • CET training window for 2-4 Year Period:  1 Jan 2020 – 31 Dec 2021; required hours must be completed in this window
      • Remember:  Wait for the next CET window to open before completing additional training or you will not be able to use it
  • CET completion is Self-Certified; meaning there is no supervisor approval step, once your scorecard states All Requirements Met, you are finished for that CET window
  • FM Cert Level 1 = Proficiency Level 1 = 40 hrs CETs
  • FM Cert Level 2 = Proficiency Level 3 = 60 hrs CETs
  • FM Cert Level 3 = Proficiency Level 5 = 80 hrs CETs

Helpful suggestion: Use your CET training time to prepare for your next FM Cert level. If you are currently in a Level 1 position, take Level 2 courses for your CETs. If you are currently in a Level 2 position, take Level 3 courses for your CETs. When you get that next promotion, this will help ease some of the stress of being in a new position and save you some time as well.

Housekeeping: Supervisors, this is a good time to look at LMS to verify each of your Employees Scorecard information is correct:

  • Verify Employee’s Component Organization
  • Verify Employee’s Supervisor (if you cannot see them, their Supervisor is not correct in LMS)
  • Verify Employee’s FM Cert Level
  • Verify Employee’s Due Date
  • Verify Employee’s Job Series
FM-Certification-CET-Training-DCS-Training-v1019

DoD-FM-Certification-CET-Info

AFI Crosswalk of A1 Regulations

I realize this site is devoted to Financial Management news, but we often work side-by-side with personnel and it’s important to at least be familiar with their regs and their recent changes.

To comply with the Secretary of the Air Force’s Publication Reduction Initiative, the A1 Community reviewed 383 directive publications.  The team revised or rescinded outdated publications or those inconsistent with other documents, and consolidated information from like programs to create an A1 library of only 160 publications.  This new library pushes decision making to lowest levels possible, allowing Airmen to use good judgment in accomplishing the mission and reviving a culture of centralized mission direction and decentralized execution.  In response to your concerns, the A1X Pubs Cell updated the attached Pubs crosswalk to bridge the historical publication numbers and current/future publications.

This message and others can be found on the A1 SharePoint.

A1-AFI-Crosswalk-Feb-2020

How to Setup SharePoint Alerts

I recommend setting alerts on all the SharePoint sites you frequent. I subscribe to numerous sites and automatically get updates in my email when sites add documents or make changes.

These alerts are great for getting updates from DEAMS, AFAFO and other sites with frequent changes. The AFAOC put together this guide for the DEAMS site, but the functionality is the same for all SharePoint sites.

How-to-Set-SharePoint-Alerts

The Ultimate DEAMS Resource Guide

It’s a full-time job staying on top of DEAMS updates. The first thing you should do is set up multiple SharePoint alerts. That way you’ll get the latest DEAMS news as it’s posted.

This page will be evergreen and serve as a DEAMS timeline. The most important links will always remain on top and then in descending order by date. If you find broken or dead links leave a note in the comments below.

Timeless Links

April 2020

March 2020

February 2020

Centrally Billed Account Quick Reference Guide

We were asked to share with the widest dissemination within the CBA community. Please see the information below and direct your account set up questions to Mr. Harraway or Mr. Anthony.

Below are some common issues that are occurring and questioned per AFAFO. Please use the Quick Reference Guide to help with managing the account in Citi Manager. This information will be posted on the GTCC SharePoint.

Set Passcode and Online Process

  • No one should be setting passcode or doing online, because of the issues with Citi and the need to ensure everyone is properly trained.
  • Approximately 50 applications are in the system that are filled out incorrectly and will reject at Citi.
  • These applications were deleted on 3/11/2020, and will need to be reaccomplished once given the green light to start using the online application process.
  • If you need to submit an application, you will need to do a paper form and fax the application to Citi.  If you are experiencing an issue with faxing, you can send the application to Darrell Haraway.

Hierarchy Pull Transfer

  • There is a known issue with this feature and has been reported to Citi.  This should be fix by midnight on 3/12/2020
  • If you need to transfer an account in to your hierarchy, you will need to call Citi at 1-866-670-6462 for HL4-7 APCs, HL3s call our dedicated line.

Create New Application via Manage Card Account

  • This feature is not for DoD and is not available to us. The DoD application process will be initiated by the cardholder. But this is on hold

Quick Reference Guide

  • Attached is an updated version, now this is mainly to help with navigating in CitiManager and not intended to replace the Citi training manuals.  

Training

  • Individuals should signup for training via CitiManager – Learning Center –What’s New
CBA-Quick-Reference-Guide

GPC Certifying Officer Appointment Guidance from AFAFO

We know when the new SmartPay 3 contract came on board, there was some confusion on what responsibilities were AQ and what were FM. FM is responsible for appointing the certifying officer; hope this memo clears things up going forward. Instructions to appoint certifying officers in the system are attached in the memo.

Below are additional instructions for getting your appointing authority access to the system to appoint certifying officers:

  • If you are brand-new to PIEE, you must register to create your account.
    • Using Internet Explorer, go to https://wawf.eb.mil, sign the Consent Statement, and select the “Register” button to start the process.
    • Register with your CAC as a Government – DoD user, following the system prompts. See the previous slide for FAQs relating to DoDAACs.
    • Select “JAM – Joint Appointment Module” from the Application list, and select “DD577 Appointing Authority (DD577-AA)” from the Roles list. Click “Add Roles.”
    • Click “Group Lookup” to find and select your Group.
    • Enter your justification and follow the system prompts to complete your registration.
  • When you have completed the registration, your Supervisor will receive a system-generated email to approve your request.
  • After your supervisor has approved your registration request, an approval notification will be sent to your Component’s Group Administrator (GAM).
  • You are now ready to use PIEE

Source:

Michael Smiley, GS-15

Director, Air Force Accounting and Finance Office – Accounting

SAF/FMFC

SAF-FMFC-AFAFO-GPC-Certifying-Officer-Appointment-3-19-2020

Local ATAAPS Guidance in Response to COVID-19

One of my goals with BudgetDust is to share tactics, techniques and templates. I hate the idea of FM offices all over the Air Force reinventing the wheel hundreds of times over. We can do better.

Below are a couple of docs we created at my wing. I hope this helps or at least generates some ideas. If you want to share what you’re doing, reply in the comments or send me an email.

Weather & Safety Leave Authorization

Weather-and-Safety-Leave-Authorization

Weather & Safety Leave in ATAAPS

Weather-and-Safety-Leave-in-ATAAPS

Help with Air Force Telework IT Issues

Worldwide operations require AFNet remote network access capability. AFNet enterprise forces are engaged to expedite additional remote access capabilities, inform AFNet users of capabilities, and assure access to available capabilities. The Enterprise User Remote Access Modernization (EURAM) VPN client was deployed to AFNet laptops and laptop-like devices on 11 Mar 2020 in accordance with MTO 2020-071-005, EURAM AFNet Deployment, expanding remote VPN capacity by 60,000 concurrent connections.

Below is a listing of current remote access capabilities. As many of the below are shared resources, users are asked to select the one that best fits mission essential functions and disconnect when not required.

Primary option for users needing only email access. Requires AFNet account, CAC reader, personal or government computer.

Outlook Web Access (OWA)

  • Internal to AFNet:
    • Open browser (Edge/Chrome), go to site: https//webmail.apps.mil/
    • Select the email certificate to access your email via the internet
  • External to AFNet:
    • Open browser (Edge/Chrome), go to site: https//owa.us.af.mil/ External to AFNet:
    • Select the email certificate to access your email via the internet

Notes: 1) S/MIME software is required to open encrypted email in OWA for both home and work computers. This was previously pushed to AFNet devices for Edge/Chrome, and requires manual installation for personal devices.  Of note, there is not an S/MIME solution for Chrome home use. 2) For additional information see SMIME Instructions in resources section below, NOTAM 2019-255-001 and MTO 2019-350-001.

Blackberry Unified Endpoint Management (BUEM) Devices

The following AFNet resources are available via government furnished, BUEM-enabled devices (phones and tablets). BUEM applications offer many capabilities and features that provide access to AFNet resources and enhance productivity for Air Force mobile device users. The following resources are available to BUEM-enabled devices (phones and tablets) that are updated to the mandated iOS version (iOS 13.2):

  • Blackberry Work – AFNet email, contacts, and calendar along with the ability to sign and encrypt messages
  • Smart Office for Blackberry – Viewing and editing documents and files, include the digital signing of configured PDF documents
  • Blackberry Access Secure Web Browsing – Access to CAC-enabled websites (DTS, AFPC Secure, AF Portal, MyPay, etc)
  • Blackberry Tasks and Blackberry Notes – Allows users to create, edit, and manage tasks and notes that sync with their Microsoft Outlook 365/Outlook Tasks
  • OneDrive and SharePoint Online – Access to these capabilities can normally be configured through Blackberry Work but are currently unavailable. A full restoral is estimated 23 Mar 20

Notes: 1) BUEM users received a direct email on 12 Mar 20 advertising capabilities available. 2) Some BUEM applications referenced above may require the user to download through the Work application and should automatically configure. 3) For additional information see Blackberry UEM Instructions and How to Guides in the resources section below, NOTAM 2019-268-005 and NOTAM 2020-041-001.

Virtual Private Network (VPN)

Provides full AFNet resources via government-furnished and configured devices. There are now two primary ways for active duty AFNet users to access VPN

Threat Management Gateway (TMG) (legacy): AFNet SSL VPN Client

  • Assure laptop is configured to support wireless connectivity
  • Establish a functional internet connection (wireless or wired) outside the AFNet
  • Open ‘AFNet VPN Client’ or ‘AFNet SSL VPN Client’
  • Click ‘Connect’ to establish VPN connection
  • If migrated, utilize the “Authentication Cert” (16-digit PIV-Auth certificate) from more choices, if not, continue to use 10-digit “ID Cert” to gain access

EURAM VPN (new): New EURAM VPN capability deployed to AFNet laptops and laptop-like devices on 11 Mar 20.

  • Assure laptop is configured to support wireless connectivity
  • Establish a functional internet connection (wireless or wired) outside the AFNet
  • Double click on the USAF VPN Client icon on the desktop or by selecting BIG-IP Edge Client through the Start Menu
  • Click the “Connect” button – the client will attempt to start a VPN connection
  • The client will display a DoD monitored resource message. Click ‘Okay, Proceed to App” green button to proceed  
  • Select the “Authentication Cert” (PIV-Auth) certificate from more choices. Note: Some users who have not migrated may still have to select the 10-digit “ID Cert”\ After VPN session is established, VPN will minimize to the system tray
  • After VPN session is established, VPN will minimize to the system tray
  • To Disconnect, open the client and select “Disconnect”

Notes: 1) EURAM VPN connectivity will be disconnected after 2 hrs of inactivity, or when the computer goes to sleep—whichever occurs first. 2) EURAM VPN client is not currently deployed to ANG. 3) EURAM capability fielding was expedited; planning and fielding for full capacity continues.  4)  Any concerns with client deployment or user access should be reported against Master Remedy Ticket #25594076–The Most common error is inability to access networked shared drives. 5) For additional information see EURAM User Guide and MTO in the resources section below.

Key Reminders:

  • Air National Guard (ANG) and Air Force Reserve users should contact local resourcing for additional information on VPN and Desktop Anywhere resource capabilities and requirements
  • OWA is a recommended first option if email is the primary requirement
  • If not actively working, log off VPN to allow other users to access the AFNET VPN
  • Ensure government laptops have wireless functions enabled, wireless settings checked, and correct power cord before users depart their normal duty location

Resources:

MTOs and NOTAMs are in the AFIN Compliance Tracker, https://act.af.mil/ACTv2 (SIPR), or ESD Portal, https://esd.us.af.mil (NIPR)

MTO 2020-071-005, EURAM AFNet Deployment

MTO 2019-350-001, Google Chrome S-MIME Deployment

NOTAM 2020-041-001, New Features Now Available on BUEM Connected Mobile Devices

NOTAM 2019-268-005, Blackberry UEM New Features

NOTAM 2019-255-001, OWA Encrypted and Digitally Signed Email Capability (S-MIME)

Funding Instruction for the Purchase of Preventive Health Items Personal Protective Equipment (PPE) to Mitigate COVID-19

Below is the memorandum from Maj Gen Pletcher regarding the Funding Instruction for the Purchase of Preventive Health Items Personal Protective Equipment (PPE) to Mitigate COVID-19. 

Key Highlights:

The following items may be considered an appropriate use of AF O&M funds subject to the aforementioned criteria:

a. Items provided in multiple centrally located common workplace areas only, such as lobbies, corridors, break areas, conference/meeting rooms, and restrooms:

  • Alcohol-based (at least 60-95%) hand sanitizer or wipes
  • Facial tissues Alcohol-based (at least 60-95%) hand sanitizer or wipes
  • No-touch disposable receptacles

b. Items provided on commonly touched work surfaces (workstations, countertops, and doorknobs):

  • Disinfectants to clean work station surfaces
  • Disposable wipes to clean work station surfaces
  • No-touch disposable receptacles

Overseas Contingency Operations (OCO) locations will use OCO funds to purchase the aforementioned items.

Non-appropriated Fund Instrumentalities (NAFIs) are authorized the use of existing AF Appropriated Fund (APF) O&M baseline funds for all categories of NAFIs, as an Executive Control and Command Supervision (ECCS) supply expense for the intents and purposes specified above. This authorization does not include Category C custodial supplies purchased as normal operating supplies (i.e. dish soap, bathroom tissue, cleaning supplies, etc.).

For other than MTF or OCO, commanders will use appropriated AF O&M baseline funds to purchase the aforementioned items within existing baselines; all costs must be absorbed (no additional funding will be provided).

When buying PPE items listed, do not ESP code the purchase as these items will not be reimbursed.

FYI, when submitting requests to DFAS for Legacy or DEAMS contingency activity with ESP code “C1” (for the Corona Virus) to be built, use keyword “CDC Crisis” in the subject line of your email to ensure DFAS works your request as a priority.

Funding-Instructions-for-the-Preventative-Health-Items-PPE-to-Mitigate-COVID-19-FM

AFRC/A1 Using Power BI for CUBE Data

I’m trying to highlight folks around the Air Force that are using Power BI. It’s gaining traction and it helps to see how other careerfields are displaying their data.

Here are a few of the data points they’re capturing:

  • Authorized vs Assigned Skill Level
  • Bonus Trends Reenlistment-Retrain
  • Career Field Health Slides
  • Commander Update Brief
  • CUBE Data Slicer Table
  • Fuse BI
  • Hist Retention
  • Retention Deep Dive

You can access the Power BI data set at https://bi.afrc.af.mil/reports/browse/A1Folder. Send questions or request access from AFRC/A1RI, Issues & Analysis Branch.

1269 No Longer a Requirement in DEAMS

Per AFAFO’s memo “Defense Enterprise Accounting & Management System (DEAMS) Target Load and Adjustment Process,” there is no longer a need to create/print a hard copy 1269 and obtain wet signatures for loading or adjusting targets in DEAMS. The DEAMS system itself is the “mechanized equivalent.” DEAMS stores the target load information and may be retrieved at any time. The amount, line of accounting, creator, and approver may be validated by querying the target load document from the DEAMS entry screens. The DEAMS Budget Execution Transaction Register (BETR) report and the Target Load Accuracy Tool (TLAT) may be used as reference for validation of what is contained in DEAMS. 

SAF-FMFC-AFAFO-DEAMS-1269-Memo-5-9-2019

Source:

Jeannette Beer

Deputy, Air Force Accounting Operations Center