Tag: Budget

Budget Checklist

O&M

ODL

ALO

RPA

  • Centrally Managed Programs
  • Decent
  • Check retirement listing to remove members from UTAPS

QA

New Best of DEAMS Weekly Links

MilSuite has been sunset so the previous link list I compiled is obsolete. I’m starting over and trying to categorize.

Command SMEs

SAF/FMFO Help Desk

DFAS

Data Analytics

AFRC Funding for Deployment Gear

This AFRC Policy Memorandum defines the issue and provides a mobility deployment procurement process for acquiring gear for deployers.

Attached you will find the Air Force Policy Memorandum 23-003, Air Force Reserve Funding Procedures for Mobilization Deployment Gear Procurement The AFRC points of contact for this matter are HQ AFRC/FMAI and HQ AFRC/A4RX.  The A4 Community has also been provided this memorandum.  Please make sure this information is communicated with your RAs and AOs as you all work together to mitigate the amount of rejected funding requests from tasking AD MAJCOMs.

References

  • AFI 10-402, Mobilization Planning
  • DAFMAN 65-605 V1, Para. 11.14
    • 11.14. Funding Distinctive Uniforms and Functional Clothing. Commanders may approve these items for issue as organizational clothing if the functions of an organization or group require the wear of these items (as authorized in AFI 36-2903). The commander puts in writing the justification for the uniform or clothing necessitating the expenditure of the APF. (T-2). Charge the cost of the distinctive uniforms, functional clothing and authorized alterations to the unit of assignment’s O&M funds. For the DAF Reserve, pay the expense from the Reserve Personnel, DAF appropriation.
    • DAFI 36-3012, Military Entitlements, 6.3.10

DoD FMR Vol 3 Chapter 3-Accounting Requirements for Expired and Canceled Accounts

DoD FMR Volume 3 Chapter 10

This chapter implements within the Department certain provisions of Title 31, United States Code, relating to expired and canceled accounts. The governmentwide amendments to Title 31 are contained in Title XIV of the National Defense Authorization Act for FY 1991 (Public Law 101-510, dated November 5, 1990)

DAU Appropriation Life Cycle

DoD-FMR-Vol3-Ch10

Thoughts on Budgeting

  • The concern should be to make the budget as realistic and accurate as possible because a reasonable budget based on a reasonable plan encourages reasonable performance
  • A budget is a measurement tool; accountability, discipline and reviews are necessary for control
  • A budget requires complete participation by all levels of management
  • Large variances between planned performance and budget objectives indicate a weakness in one or multiple areas:
    • Poor estimates
    • Poor feedback and lack of timely, corrective action
    • Ineffective management policies concerning budget maintenance
  • Know your operation. Know the people in your operation. Seek feedback. Experience your mission hands-on.
    • Don’t gloss over this. Get to know each of your missions intimately
      • How many supplies does each unit have available?
      • Where are the supplies stored? Are they controlled? Are folks scraping by unnecessarily?
      • Do you have excess between units that could be shared?
      • Who is actually watching the cable TV? Are we driving every vehicle on the GSA lease? Who is using the MiFi and why?
      • How many people are under each cost center? Have you done a cost per person analysis on things like TDY or GPC? Are there outliers? Why might that be (rank, job, special equipment, specific conferences/training)?
      • Is your unit deploying this year? If so, when? Will that cause your requirements to increase or decrease? Both scenarios are plausible, but not possible.
  • Do you know how your budget was determined? Could you explain it to the Wing Commander?
  • How are you evaluating performance? What is the benchmark?
  • Have you created a feedback loop with your managers? Periodic budget reports should generate feedback on performance variance against budgets
    • For feedback to work properly, it should be regular, expected, consistent and timely.
    • The best feedback loop is to sit down monthly with each cost center manager to review the budget-to-actual variance report.
    • Constantly incorporate changes. Budgets are living, breathing documents.
  • Find the right balance. Generic or vague estimates are worthless. But the cost benefit analysis must be reasonable. Commanders can’t know every single detail months in advance, but should be able to provide enough of an outline to “frame out” a budget.
  • Initiate Responsibility Accounting. Responsibility accounting means structuring systems and reports to highlight the accountability of specific people (cost center managers). Individuals within each organization must be empowered with both the budget and authority to execute their mission. One without the other is pointless.
  • Separate your budget into fixed versus variable costs. This greatly reduces the number of lines to review.
    • Unfortunately, fixed costs, because of their apparent static behavior, are not always reviewed regularly and critically to determine reasonableness. These are your biggest cost drivers; give them the attention they deserve each year.
    • Variable costs like GPC and travel are the areas to scrutinize most closely. Rarely does a “copy/paste” budget hold up to close scrutiny.
    • One major concern of relying upon historical budgets as a basis for future prediction is that a unit may be perpetuating past inefficiencies.
  • Relationship of Cost to Review Frequency (insert graph)

PowerTrack/Syncada MORDs

Commercial (Syncada, C-MORD)

Legacy – NP in 11th and 12th position in SDN.  PC Code ST. Base obligates.

DEAMS – MP in the 11th and 12th position in SDN. Planned PO. Requisition (PR) Amendment will have Purpose code “0” (zero). Original PO with Purpose code P auto obligates. Approved PR Amendments must be associated to Original PO.  Do not intermix EEIC/OCs on Transportation MORDS.

See Object Classes/EEICs below to use for the HHG/NTS

See below for the acceptable Object Classes/EEICs available

Processed via US Bank – Syncada, https://portal.syncada.com/USBank/Login.aspx

Training audio file and slides for Syncada BI Funds Manager reports is located in the Syncada folder at : https://usaf.dps.mil/sites/10194/Knowledge_Base/Shared_Documents/DCBS_and_Syncada_Training/

Organic (AMC/DCBS/OCONUS, G-MORD)

Legacy – MM in 11th and 12th position in SDN.   PC Code G. Base Obligates

DEAMS – MM in the 11th and 12th position in SDN. Standard PO. Base manually obligates.  Check IPROC to ensure the MORD is listed in the Order Column

Charges Processed by AMC via DCBS to DFAS, https://dcbs.transport.mil/.  Email DCBS.Helpdesk@us.af.mil for DCBS access instructions Sign up for TAC Monitor Role on your DD 2875

See below for the acceptable Object Classes/EEICs available

Preval in the 1st 6 business days of the month.   Training video for DCBS pre-val is located in the DCBS folder at :

https://usaf.dps.mil/sites/10194/Knowledge_Base/Shared_Documents/DCBS_and_Syncada_Training

  • OCONUS PCS Shipment, OCONUS Cargo (Freight) require both a commercial and an organic MORD
  • MTA/PAX Organic Accounting (G-MORD) must be sent to the DCBS.Helpdesk@us.af.mil.  The subject line should include MTA/PAX MORD, CAER account #, and CIC. 
  • Freight/CARGO (Commercial/Organic) cannot use the EEIC/Objects classes designated for Commercial HHG and NTS:
    • For HHG, HHG Prog Code,  HC = 46200 or 220.1101, 46203 or 220.1103, 46250 or 220.1104 , 55792 or 257.2292, 55793 or 257.2293
    • For NTS HHG Program Code,  HS = 55791 or 257.2291
    • All others OC/EEICs allowed will be coded Freight and the HHG program field should be blank
    • HHG Prog Code in TGET is the driver to the Syncada Chart of Accounts (COA) for invoicing
  • Commercial MP MORDS cannot use EEICs for Organic MM MORDs
  • Organic MM MORDS cannot use OCs that crosswalk to EEICs that begin with 462% (those are for Commercial purposes)
    • Please review OCs in the 253 category to select the best OC/EEIC  
    • MM MORDS need to be manually obligated at base level.  Please double check to be sure both the requisition and purchase order are approved
  • The Purchase Order/MORDS must be obligated for the document to flow to TGET

You must check TGET to ensure your MORD/LOA is properly loaded to TGET (this usually occurs 3-5 days after obligation):

For how to check TGET Review the audio or video files located in the DCBS or Syncada folder at: https://usaf.dps.mil/sites/10194/Knowledge_Base/Shared_Documents/DCBS_and_Syncada_Training

Misc Payments MORDS Purpose Codes

Link

AFMAN 65-604, Appropriation Symbols and Budget Codes

This manual implements Air Force Policy Directive (AFPD) 65-6, Budget. Air Force Manual (AFMAN) 65-604, Appropriation Symbols and Budget Codes, provides guidance on using current (Fiscal Year [FY] Appropriations Acts) symbols and budget codes and their descriptions. This manual applies to the Regular Air Force, Air Force Reserve, and Air National Guard (ANG). The current listing of Financial Management codes (including future and historical) which are continually updated and maintained are found in the Air Force Financial Management Data Dictionary (FMDD), accessible via the Financial Management Data Quality Service (DQS). See Attachment 1 for a glossary of references, abbreviations, acronyms, and terms.

AFMAN 65-604-Appropriation Symbols and Budget CodesDownload

Source: Air Force E-Publishing

Version: 1 October 2020

If you find we are not referencing the latest version of a regulation or memo, leave a comment or send us an email. We do our best to stay up to date and strive to ensure you have the most accurate, easily searchable information.

AFMAN-65-604-Appropriation-Symbols-Budget-Codes

AFI 65-601, Volume 2, Budget Management for Operations

This instruction implements Department of the Air Force Policy Directive (DAFPD) 65-6, Budget and prescribes procedures for administering and executing the Department of the Air Force operating budget. Compliance with the attachments in this publication is mandatory. The instruction applies to all civilian employees and uniformed members of the Department of the Air Force, Air Force Reserve, and Air National Guard to include all individuals who perform
financial management analysis and resource management at all levels, except where noted otherwise.

AFI-65-601, v2-Budget Management for OperationsDownload

Source: Air Force E-Publishing

Version: 29 January 2021

If you find we are not referencing the latest version of a regulation or memo, leave a comment or send us an email. We do our best to stay up to date and strive to ensure you have the most accurate, easily searchable information.

AFI-65-601v2

DAFMAN 65-605 Volume 1, Budget Guidance and Technical Procedures

SAF/FM rescinded AFI 65-601, Volume 1 and replaced it with DAFMAN 65-605, Volume 1. This created confusion, because the DAFMAN essentially references the AFI beginning on page 10.

Source: Air Force E-Publishing

Version: 31 March 2021

If you find I am not referencing the latest version of a regulation or memo, leave a comment or send me an email. I do my best to stay up to date and strive to ensure you have the most accurate, easily searchable information.