Appendix A: JV Preparation and Approval in FMS

1. Procedures for JV preparation in FMS.
   1. The JV Preparer identifies the need to complete a JV. Before creating a JV, the JV Preparer should consider the following:
      1. If the intended JV serves more than one purpose, then the JV Preparer should prepare multiple JVs.
      2. The JV Preparer should work with accountants at FSC to verify that there are no standard accounting system transactions available that can correct the issue.
      3. If the JV is not on the list of standard adjusting accounting system JV categories, the JV Preparer should consult with the FSC Accountant, JV Approving Official, or JV Authorizer to verify that the JV is necessary.
   2. The JV Preparer completes the mandatory OF 1017-G JV form and sends it via email or fax with all supporting documentation to the JV Approving Official. A sample of a properly prepared OF 1017-G can be found in 0106 Authorities and References. The OF 1017-G JV form provided by the JV Preparer must include the GL accounts, fund, and budget fiscal year. The following additional fields may also be provided depending on the purpose of the JV:
      • Balanced budgetary and balanced proprietary general ledger entries at the individual accounting system fund code level;
      • Cost center;
      • Fund control point/accounting classification code;
      • Budget object code for any expense GL accounts and obligation/expenditure GL accounts;
      • Revenue source code for any revenue GL accounts and budgetary reimbursement GL accounts;
      • Schedule number and accomplish date for cash entries;
      • Vendor code is required for federal GL account entries; and
      • Explanation describing what caused the erroneous balance.
2. Procedures for JV Approval in FMS.
   1. The JV Approving Official reviews the JV and supporting documentation for the following:
      • The JV resolves the identified problem;
      • The description includes adequate detailed explanations supporting why the JV must be processed;
      • The JV category and entry descriptions are consistent and complete;
      • Supporting documentation stands on its own and fully supports the requested entry; and
      • Documentation is complete and attached schedules and calculations tie to the amounts on the JV.
   2. If the JV requires changes or corrections, the JV Approving Official will notify the JV Preparer of the required updates. The JV Preparer will modify the JV and supporting documentation as required.
   3. The JV Approving Official signs the hard copy or provides an electronic authorization of the JV to indicate approval. The JV and supporting documentation are then given to the JV Authorizer at FSC for entry into the accounting system.
      1. For JV’s initiated by a field level-station or Administration, the JV Preparer or JV Approving Official submits the JV and supporting documentation to the FSC-Nationwide Accounting Section through the Outlook Mailbox, VAFSCNWAccounting@va.gov. The FSC Accountant provides secondary review and approval prior to submitting to the JV Authorizer.
      2. For JV’s initiated within FSC-FAS, all supporting documentation must also be provided to the JV Authorizer within FSC.
   4. The JV Authorizer at FSC enters the JV into the JV log to obtain a sequential number that is entered into the comments field on the JV header in the accounting system to be used as a cross reference for documentation. The JV authorizer then adds his/her initials and date to the hard copy of the JV, and then enters the approved JV into the accounting system. For non-routine JVs over $100 million, the JV authorizer will obtain final approval from the FSC Senior Advisor, CAO or FAS Director before entering the JV into FMS. If the JV is $1 billion or greater, it requires SES level (FSC ED, DED, or Senior Advisor) approval.
   5. Once the JV is posted in the accounting system, the JV Preparer or FSC Accountant updates the JV supporting documentation to demonstrate that the JV was accurately posted in the accounting system (e.g., a screenshot of the JV, trial balance or other available report). The final JV supporting documentation should be sent to the FSC mailroom, so that it can be scanned into the Document Management System (DMS).

Appendix B: Free-form JV Preparation and Approval in iFAMS

1. Procedures for free-form JV preparation in iFAMS.
   1. The JV Preparer identifies the need to complete a JV. Before creating a JV, the JV Preparer should consider the following:
      1. If the intended JV serves more than one purpose, then the JV Preparer should prepare multiple JVs.
      2. The JV Preparer should work with accountants at FSC to verify that there are no standard accounting system transactions available that can correct the issue.
      3. If the JV is not on the list of standard adjusting accounting system JV categories, the JV Preparer should consult with the FSC Accountant, JV Approving Official, or JV Authorizer to verify that the JV is necessary.
   2. The JV Preparer completes the mandatory OF 1017-G JV form and sends it with all supporting documentation to the JV Approving Official. A sample of a properly prepared OF 1017-G can be found in 0106 Authorities and References. The OF 1017-G JV form provided by the JV Preparer must include the GL accounts, fund, and budget fiscal year. The following additional fields may also be provided depending on the purpose of the JV:
      • Balanced budgetary and balanced proprietary general ledger entries at the individual accounting system fund code level;
      • Cost center;
      • Budget object class code for any expense GL accounts and obligation/expenditure GL accounts;
      • Revenue source code for any revenue GL accounts and budgetary reimbursement GL accounts;
      • Schedule number and accomplish date for cash entries;
      • Vendor code is required for federal GL account entries; and
      • Explanation describing what caused the erroneous balance.
2. Procedures for JV Approval in iFAMS.
   1. The JV Approving Official reviews the JV and supporting documentation for the following:
      • The JV resolves the identified problem;
      • The description includes adequate detailed explanations supporting why the JV must be processed;
      • The JV category and entry descriptions are consistent and complete;
      • Supporting documentation stands on its own and fully supports the requested entry; and
      • Documentation is complete and attached schedules and calculations tie to the amounts on the JV.
   2. If the JV requires changes or corrections, the JV Approving Official will send the JV back to the JV Preparer for the required updates. The JV Preparer will modify the JV and supporting documentation as required.
   3. The JV Approving Official signs the hard copy or provides an electronic authorization of the JV to indicate approval. The JV and supporting documentation are then given to the JV Authorizer at FSC for entry into the accounting system.
      1. For JV’s initiated by a field level-station or Administration, the JV Preparer or JV Approving Official submits the JV and supporting documentation to the FSC- Nationwide Accounting Section through the Outlook Mailbox, vafscnwaccounting@va.gov. The FSC Accountant provides secondary review and approval prior to submitting to the JV Authorizer.
      2. For JV’s initiated within FSC-FAS, all supporting documentation must also be provided to the JV Authorizer within FSC.
   4. The JV Authorizer at FSC enters the JV into the JV log to obtain a sequential number that is entered into the description field in the accounting system to be used as a cross reference for documentation. The JV Authorizer then enters the JV into the accounting system. After entry is input in iFAMS by the FSC JV Authorizer, an FSC Approving Official must approve the JV in iFAMS. For JVs over $100 million, iFAMS will route the JV to the FSC Senior Advisor, CAO or FAS Director for final approval. If the JV is $1 billion or greater, it requires SES level (FSC ED, DED, or Senior Advisor) approval.

Appendix C: Reporting JV Preparation and Approval in MinX

1. These procedures apply only to reporting JVs entered in MinX. iFAMS users will enter reporting JVs in the accounting system. Departmental elimination JVs will be entered in MinX regardless of whether the reporting entities are in iFAMS or FMS.
2. MinX JV Preparation. On a monthly basis, when the MinX period opens, the JV Preparer (referred to in MinX as the JV Submitter) identifies a need to complete a JV. Before creating a JV, the JV Preparer should consider the following:
   1. Whether an adjustment can be posted in FMS, rather than in MinX. The JV Preparer should consult with FSC or OFR to make this determination. Once the accounting system period is closed and the MinX period is open, it is too late to enter an adjustment in the accounting system; however, the JV Preparer should consider whether this type of adjustment, if required in the future, can be done in the accounting system, rather than in MinX.
   2. Whether the JV is on the list of approved recurring JVs. If the JV is not on the list of approved MinX JV purposes, the JV Preparer should consult with the JV Approving Official, OFR, or other official to verify that the JV is necessary.
   3. At the end of the fiscal year, the JV Preparer will determine whether the JV is required in MinX period 13 or 14.
      1. MinX period 13 is considered the adjustment period for permanently recording JVs from MinX into the accounting system. It is critical that the JV Preparer select “FMS Adjustment” or “Non-FMS Adjustment” in period 13 so that entries properly transfer to FMS. All entries flagged as “FMS Adjustment,” are recorded in FMS, when period 13 in MinX is closed. During period 13 for a pre-set period of time per the close schedule, MinX is available for JV input. After the period 13 close date, the JV Preparer must request permission from OFR to post adjustments. MinX may be re-opened on a case by case basis. For an alignment of the MinX and accounting system periods, see Appendix G, FMS and MinX Periods.
      2. When MinX period 14 opens, MinX should be used only for certain types of adjustments such as corrections to the presentation of statements, adjustments that must be made as a result of the audit, entries to re-input rejections from the Period 13 interface, or to re-input non-accounting system transactions from Period 13 that are not carried forward to Period 14.
3. Once the need is identified, the JV Preparer will prepare and submit the JV. The JV Preparer either enters data directly into MinX or for large JVs submits data in a pre- established JV template. Both submission methods require the same approval process and documentary evidence (typical support is a JV support workbook). Specific fields are required for all MinX JVs regardless of submission type (direct entry or template). Required data fields are detailed in the table below.

MinX JV Data Field Requirements

4. Once the JV is submitted in MinX, the JV Preparer provides the JV and all supporting documentation to the JV Approving Official.
   1. The JV Approving Official reviews the JV and supporting documentation for the following:
      • The description includes adequate detailed explanations supporting why the JV must be processed;
      • The JV category and entry descriptions are consistent and complete;
      • Supporting documentation stands on its own;
      • Documentation is complete and attached schedules and calculations tie to the adjustment amounts of the JV.
   2. If the JV requires changes or modifications, the JV Approving Official will notify the JV Preparer of the required updates.
      1. The JV Preparer will then un-submit the JV and place the JV in working status in MinX to make updates.
      2. Once the updates are complete, the JV Preparer will re-submit the JV in MinX and notify the JV Approving Official that the revised JV is ready for approval.
   3. When all documentation is complete and the MinX JV has been approved, the JV Approving Official may post the JV if the JV Approving Official has posting authority in MinX. If not, the JV Approving Official sends a notification to the MinX JV Poster through the Outlook Mailbox, vafscminxjvpost@va.gov, that the JV is ready to be posted. A designated JV Approving Official at FSC will post the JV and notify the requesting office.
   4. The JV Approving Official shall notify the JV Preparer that the JV has been approved.
   5. To verify that a MinX JV has accurately posted in the system, the JV Approving Official should manually trigger the consolidation process using the“Consolidate” function in MinX. For further instructions on the consolidation process, refer to the MinX JV Guide.
   6. The JV Preparer or JV Approving Official should update the JV supporting documentation to demonstrate that the JV was accurately posted in MinX (e.g., a pre- entry and post-entry consolidation trial balance, screen shot of the JV, or other report).
   7. The JV Preparer or JV Approving Official must send an email with all supporting documentation and attachments to the Outlook Mailbox, vacoofpjvpost@va.gov. (For VBA, only the JV Approving Official submits the MinX JV workbooks to OFR.) The subject line for the email must be the same as the JV number (label) posted in MinX. The final supporting documentation for the JV should demonstrate that the JV was accurately posted in MinX (e.g., a pre-entry and post-entry consolidation trial balance, screen shot of the JV, or other report).
5. MinX JVs Requiring Additional Approvals. JVs over the $100 million threshold must be approved by the Administration or Staff Office CFO prior to submitting to the FSC Senior Advisor, CAO or FAS Director for approval and processing. The Administration or Staff Office CFO may re-delegate this approval no lower than the GS-15 level. Reporting JVs over $100 million prepared by OFR as part of the financial reporting process will be reviewed and approved by OFR prior to entry into MinX. If the JV dollar value is at or above $1 billion the JV must be approved by a Senior Executive (SES) member in the JV Preparer’s organization prior to posting in MinX. This approval may not be delegated to the GS-15 level.
6. JVs greater than or equal to $1 billion, should be approved by the FSC ED, FSC DED, FSC Senior Advisor, or ADAS OFR the same day, but no later than seven business days from the posting date.
7. The JV Preparer or JV Approving Official must provide the JV and supporting documentation to the Administration or Staff Office CFO either in hard copy or via email. (For VBA, only the JV Approving Official submits the MinX JV workbooks to the APRD Director. The APRD Director provides the workbook to the SES.)
8. The Administration or Staff Office CFO reviews and approves the documentation and provides evidence of approval, in either hard copy or electronic format to the JV Preparer or JV Approving Official.
9. In situations where the same JV (type, purpose, GL impact) is required periodically throughout the year (e.g., monthly, or quarterly), the SES may provide broad approval for all instances of the JV, in the form of a summary memo or other blanket statement.
10. Once the Administration or Staff Office CFO approval and signature is obtained, the JV Approving Official certifies / approves the JV via the “post” command in MinX. (For VBA, once VBA SES approves and provides approval to the APRD Director and JV Approving Official, the JV Approving Official “approves” in MinX and sends the JV workbook to the Outlook Mailbox, vafscminxjvpost@va.gov.)
11. The JV Preparer or JV Approving Official verifies that evidence of the Administration or Staff Office CFO approval is retained with the supporting documentation sent to the Outlook Mailbox, vacoofpjvpost@va.gov.

Appendix D: Reporting JV Preparation and Approval for iFAMS Users

1. For iFAMS users, reporting JVs are entered in iFAMS and interfaced to MinX daily.
2. Specific transaction types are configured as reporting JVs. These transaction types facilitate a reversal that can be triggered in iFAMS in the following month.
3. Departmental elimination JVs will be entered in MinX regardless of whether the entities are in iFAMS or FMS. See Appendix C for MinX Reporting JV procedures.
4. If the JV is not on the list of approved MinX JV purposes, the JV Preparer should consult with the JV Approving Official, OFR, or other official to verify that the JV is necessary.

Appendix E: JV Log Procedures

1. FSC maintains a log of adjusting JVs entered into VA’s Accounting System. The JV Log contains the following fields:
   • FSC Assigned Sequential Number – A unique sequential number used to name JVs. The number is selected by the JV Authorizer and must be entered in the JV Header Description field in the accounting system;
   • FMS Document ID – A unique document ID created by the JV Preparer using the numbering scheme of the applicable station. Any changes to the FMS Document ID are recorded in the “Notes” column of the JV Log;
   • Prepared By – The name of the individual that prepared or requested the JV – which can be an accountant at a field station or Administration, FSC-NAS Accountant, or other accountants within FSC-FAS;
   • Approved By – The name of the individual that approved the JV – which can be the station/administration accountant’s supervisor (or CFO for entries over $100 million), the FSC-NAS Accountant’s supervisor, or FSC Executive Director/Deputy Director/Senior Advisor for JVs over $100 million;
   • Reviewed and Input By – The name of the individual that completed the final review and input the JV into the accounting system. This role is limited to personnel at FSC, and no more than five personnel typically have access to input JVs;
   • Date – The date that the JV was entered into VA’s accounting system;
   • Short Description – A short description of the JV category/type based on the current listing of general descriptions. This description is entered into the “JV Line Description” field in the accounting system, which has a character limit; and
   • Detailed Explanation – A detailed explanation of the purpose of the JV that expands upon the Short Description.
2. The JV log is used for the following purposes:
   • To assign a unique sequential number for each JV prepared;
   • To verify the completeness of the accounting system JV population;
   • To verify that no duplicate accounting system JVs are entered; and
   • Completing analytics on the JVs to inform risk analysis and monitoring procedures.
3. The MinX system retains a log of all JVs submitted and posted in MinX.
   1. The MinX JV log, called the “Full Journal Extract”, can be extracted from the system via the application portion of MinX and contains the following fields:
      • Account – The GL account(s) to which the JV entry is recorded;
      • Label – The JV document identification number is referred to as the header label (unique identification) for the MinX JV. This label must follow the format “Administration_Fund_Period Year_Alpha Character (e.g., A, B, C, D, etc.)”;
      • Line Description – A short description of the purpose of the JV based on the current listing of approved purposes. This description is entered into the “Line Description” field in MinX which is subject to a character limit;
      • Created By – The name (username) of the JV Preparer;
      • Date Created – The date that the JV was entered into MinX;
      • Posted By – The name (username) of the JV Approving Official; and
      • Amount – The JV debit/credit amount.
   2. The MinX JV log is used for the following purposes:
      • To identify the population of JVs that have been entered into MinX in the current period in circumstances where timing must be considered (e.g., Elimination JVs);
      • To verify the completeness of the MinX JV population;
      • To verify that no duplicate MinX JVs are entered; and
      • Completing analytics on the JVs to inform risk analysis and monitoring procedures.

Appendix F: Common Journal Vouchers in VA’s Accounting System

1. Some of the most common JVs are:
   1. A direct disbursement transaction used to record expenditures for invoices from other Government agencies. Source documentation to identify the charge and obligation should be maintained either in soft or hard copy. Intra-Governmental Payment and Collection (IPAC) System transactions processed as JVs transactions should be properly supported and referenced.
   2. An advance disbursement transaction used to record advances and advance offsets for invoices from other Government agencies. Source documentation to identify the charge and obligation should be maintained either in soft or hard copy. IPAC transactions processed as JVs should be properly supported and referenced.
   3. A transfer of accounting activities (assets, liabilities, or expenditures) to record transfers between stations. The finance office processing the transaction affecting another station serviced by a different finance activity will forward a copy of the OF 1017-G and supporting documentation to the respective finance activity in soft or hard copy.
   4. A transfer of accounting activities to record a transfer within a station. The finance activity processing this transaction will retain the supporting documentation of the transfer.
   5. A standard JV to record accounting activities such as deferred maintenance, salary accruals, continuation of pay, or capitalizing an asset.
   6. A transfer transaction to record a transfer of funds from one account to another, such as to transfer funds from a suspense account to an appropriated fund account. The finance activity processing this transaction will retain the supporting documentation of the transfer.