Example Business Process Narrative #1
Example – Business Process Narratives – Activity 1.3.1 (Reporting Entity)/1.5.1 (Service
Provider) 7
11. Next, the Disbursing Accountant obtains the Military Pay Distribution Schedules Report
(DJMS-AC JUH099C160) and compares it to the G2N_MONTH_YR. Then, the Disbursing
Accountant logs into the disbursement system and obtains six payment files (these have not
yet been transmitted to the Federal Reserve Bank). The payment files retrieved are: NetPay
EOM, Daily EFT, Debt, Allotments, Separations and Garnishments. The Disbursing
Accountant verifies the amounts and gross deductions match between the payment files,
JUH099C160 report and the G2N_MONTH_YR workbook. If amounts do not match, the
Disbursing Accountant searches for data entry or formula errors in the workbook, and
corrects them to resolve the difference(s) before proceeding to Step 12.
KC4 – Disbursing Accountant matches payment file amounts with the Military Pay
Distribution Schedules Report and the G2N_MONTH_YR spreadsheet.
12. The Disbursing Accountant uses the DJMS-AC JUH099C160 and JUH099C194X reports,
and the disbursing system payment files to populate separate tabs for each type of payment
in a new Excel spreadsheet, and saves the file as DJMS_WKS_MMYY, where MMYY is
the two-digit month and year. This determines the voucher amount for each payment type.
The DJMS_WKS_MMYY workbook is used to create the month-end disbursement vouchers
by line item for Allotments, Debt, Separations, Garnishments and end-of-month payroll. A
disbursement voucher will be created for each payment type (line item).
13. Once the DJMS_WKS_MMYY workbook is completed by the Disbursing Accountant, a
Disbursing Technician obtains the file and manually creates vouchers in the disbursing
system for each payment type; the tabs in the workbook provide the voucher amount. Once
all the manual vouchers are created, the Disbursing Technician manually signs the voucher
coversheet and returns it to the Disbursing Accountant. [Note: a manual voucher is not
created for NetPay EOM because this voucher is automatically created by the disbursing
system when the payment file is processed; also, the manual vouchers are created with a "no
check" code, which means a payment is not created, but the transactions are accounted for
in the payroll files.]
14. The Disbursing Accountant reviews the Line of Accounting (LOA) for each voucher as well
as the voucher amount by comparing the voucher to the DJMS_WKS_MMYY. For the
NetPay EOM automated vouchers, the Disbursing Accountant compares the voucher and
DJMS_WKS_MMYY amounts to the DJMS-AC Net Pay Summary Report (C914) and
Suppression Report (C322) to ensure the vouchers are accurate. If the voucher details agree
with the DJMS_WKS_MMYY, the G2N reconciliation is complete and voucher processing
continues in the off-line payment delivery process.
KC5 – Disbursing accountant verifies voucher amount and LOA.
15. If the voucher details do not agree, the Disbursing Accountant will look for formula/data
entry errors and correct them. If the DJMS_WKS_MMYY does not have any errors, then the
voucher is sent back to the disbursing technician who entered it for correction in the
disbursing system. Once corrections have been made, Step 14 is repeated.