Effective August 1, 2012, new business rules for Summary Level Transfers (SLTs) will require approval at the Line/Staff Office headquarters levels for all SLTs and additional levels of approvals based on dollar thresholds and/or program transfer.
Click here to access the complete listing of Summary Level Transfer Business Rules (Updated 12/16/13)
Click here to access the SLT Business Rules Addendum - Exemptions and Exceptions (Updated 12/16/13)
Click here to access the Summary Level Transfer Approval Form (Updated 04/22/14)
SLT General Information
To correct erroneously recorded cost and obligation data, adjustments should be made at the document or detail level to provide an adequate audit trail. In limited situations, (e.g., if the organization or project/task codes were modified during the year) the NOAA Line/Staff Office, FMC, or cross-serviced agency may request adjustments to line items of summary data using the Summary Level Transfer (SLT) process.
SLT's should be used as a means to correct erroneous obligations once ALL other methods have been utilized. [Other methods include, but are not limited to: WEB T&A Corrections, Grants On-Line Administrative Correction, Requisition for Change to Correct ACCS through CSTARS, Monthly Bankcard Reconciliation; Document Level Adjustments through the PM040; Advice of Correction through the PM006, etc…]
The SLT process transfers costs, not resources. The process transfers dollar amounts as paid costs. Only amounts which have been expended to date should be included in SLT's. Amounts in undelivered orders should not be transferred using the SLT process.
SLT Submission Package Guidance
All SLT requests MUST be submitted to firstname.lastname@example.org. SLT's submitted will NOT be posted by Finance unless they are submitted via email. The email to email@example.com MUST include the following supporting documentation. If any of the required supporting documentation is not included the entire SLT batch will be disapproved.
Signed Approval Form (see above for the Approval Form)
Signed SLT Certification Form (STDG102).
A clear and concise reason for the SLT which references the supporting documentation provided and includes a statement explaining why the correction could not be processed using other methods.
NOAA Business Violations & Error report (STDGERR).
If a Business Rule Violation occurs, the report must be accompanied with a written justification referencing the specific rule being violated along with the exact exception that applies.
Adequate supporting documentation consisting of budget reports and/or any other documentation (i.e., invoices, contracts, etc.) that provides sufficient justification for the SLT. This documentation should be available for audit by internal and external auditors when necessary.
Reimbursable Waiver if applicable.
Click here to view a sample SLT package. This is an example of the documentation that is required to submit an SLT to Finance for processing.
Commerce Business System (CBS) SLT Entry Instructions
Two methods exist for users to submit SLT transactions in the Commerce Business System (CBS). User access and the nature of the transactions determine which method is appropriate.
No matter which method is used, the Finance Office will perform the final posting. Finance will check that no business rules have been violated. Upon approval, the SLT is posted to the trial table within CBS and is normally available in the Data Warehouse the next business day. Any questions on the SLT process should be directed to firstname.lastname@example.org.
Entry via STDG005 Screen
For those users who have access to the STDG005 Two Side Transfer Entry Screen, they should enter their transactions on that screen. Once they have verified that the data passes all applicable edits, they should request that Finance post the batch. Finance will review the batch, and if appropriate, post it. If a batch is disapproved, the user can amend the batch and re-submit it for posting.
The following documentation is available in Adobe Acrobat format for viewing online or printing:
Click here for the Abbreviated Instructions To Enter Summary Level Transfers
Entry via STDG022 Screen (Spreadsheet Interface)
Once users have interfaced the SLT data and verified that it passes system edits and the appropriate NOAA Business Rules, they should request Finance to post the batch. Finance will review the batch, and as appropriate, post it. If a batch is disapproved, the user can amend the batch and re-submit it for posting.
The STDG022 - Summary Level Transfer Interface screen allows a pre-described spreadsheet file saved as a comma delimited (i.e., .csv) file to be loaded and processed. The comma delimited file consists of three parts: a header record, detail records, and a trailer record.
Click here for the Abbreviated Instructions for the SLT Interface Process
Click here for the Comma Delimited File Layout
To download sample spreadsheets in Excel (.xls):
Click here to download a small sample spreadsheet
Click here to download a large sample spreadsheet