OFFICE OF FINANCIAL MANAGEMENT

Updated 10/05/2004

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INSTRUCTIONS FOR COMPLETING THE
ADVICE OF CORRECTIONS FORM

Organization Number: Input the 4 digit organization number ie..1140

Organization Name: Input the organization name ie. Domestic Operations - HQTRS

Requested by: Name of person completing the form.

Telephone number: Telephone Number of person completing the form.

E-mail address: E-mail address of person completing the form
 

Report Referenced: Report ID #, which the transaction was identified as needing to be changed, ie...ITA 100. The report must be attached and with the transaction highlighted.

Date of Report: Run Date of the report, this is found under the Report ID
 

Document Number: This is the document number of the transaction which needs to be changed. The document number is in the document number column on the report, ie...PV EA258008GF. For payroll transactions, use the payperiod #, ie....PP 9924.

Vendor Name: This is the name that appears in the vendor name column on the report, ie...Federal Express. For payroll transactions, use the employees name.
 

Total Change Amount: This is the dollar amount which needs to be changed. It could be the total expended or only a portion. For payroll transactions, only identify the number of hours that should be changed.
 

Change to Project Code: Input the Project Code Performance Measure the transaction should be changed to. If the Project Code Performance Measure is right and the only change is to the BOC then input N/A on this line.
 

Change to BOC: Input the budget object code the transaction should be changed to. If the budget object code is right and the only change is to the Project Code Performance Measure then input N/A on this line.

Reason: Input a brief description of why the transaction needs to be changed, ie.... The employee used the wrong Project Code Performance Measure code on their timesheet.
 

Signature of Requestor: Signature of employee preparing the form.
 

Date: Date completed

How will corrections appear on the reports?
 

Non-Payroll transaction will appear on the same report referenced, ie..ITA100 or ITA101. The document number will start with an SV versus a PV, but the remainder of the document number should be the same. Sometimes an alpha might have to be used at the end of the document number, since FFS will not allow for duplicate document numbers.

Sample:

Document Number to be change: PV 40AA11111

Document Number used to make the change: SV 40AA11111
 

The SV document is a 2 line document, which will appear as a negative in the accrual/expended column in the Project Code Performance Measure that the transaction is being changed from and as a positive in the accrual/expended column in the Project Code Performance Measure that the transaction is changed to. The SV should appear in the same month that the change was requested, unless it is received by the NBC-Denver during the last 5 work days of the month, then it will be in the next months report.
 

Payroll corrections will be reflected on a new report that is being programmed. The report will detail all payroll adjustments for a given time period. Generally the payroll adjustment jobs are run on the opposite weeks that the current payroll is processed. In the report a negative will appear in all the numeric columns in the Project Code Performance Measure that the transaction is being changed from and as a positive in all the numeric columns in the Project Code Performance Measure that the transaction is changed to.