Finance Payments using New Finance Streamline Enhancement Follow

Topics Covered
How to Pay for Awards
Personnel Actions

Target Users
HR Admins
FMC Admins

Required Permissions
HR/FMC

Charge to Employee's Payroll

If the nominator and nominee are located in the same mission, then the Financial Analyst will have the choice of selecting Charge to Employee's Payroll. This option allows for FMC to determine if they will use the same fiscal data as the employee's payroll fiscal data, if so there is no need to enter any fiscal data for these nominees. Of course, this option is only available if the Nominator and nominees are assigned to the same Mission.  This option is available for both LE and USDH profiles.

Proceed Without Financial Data (USDH Nominees Only)

There is a new option for USDH nominees, now there is no requirement to enter fiscal data for USDH nominees. This will be a Post decision if you will enter fiscal data or skip entering fiscal data for USDH because these nominees are not paid via OPS.

Assign Fiscal Strip

You will still have the option to enter fiscal data for each nominee, USDH and LE Staff. This option hasn't changed and the steps remain the same. Click on Assign Fiscal Strip to access the Fiscal Data pop-up window. Enter the necessary fields and then click 

Once you select Assign Fiscal Strip, you will need to click on the Pencil Icon to enter the fiscal data.

Next enter all required fields and then click Done when you are finished.

Copy Payment Method for Multiple Nominees

It is now possible to select nominees to copy from one nominee and apply the same payment selection to all or only specific nominees. 

Enter the payment selected for one nominee, then to copy this same payment form click on the Copy Icon.

A new window will appear for you to select nominees to apply this change. Note the the current payment method is listed in the selection box. Click Apply once you have made your selection.

Submit to FMO 

After the payment options have been selected for each nominee, you may Save and keep the nomination in the Pending Financial Information status or you can Save & Submit and send the nomination to the FMO for signoff.

Proposed Amount: Nominator's suggestion entered when the nomination is created.

Recommended Amount: Updated by HR during the technical review and possibly further updated by the JCAC Chair.

Approved Amount: Final amount approved by EXEC.

Notice the Proposed Amount, Recommended Amount and Approved Amount are all greyed out. Financial Analysts and FMOs do not have the ability to change the cash value assigned to nominations. Only the JCAC Chair, HR and EXEC can make this change.

If a Financial Analyst chooses to Save a nomination, their changes will be reflected in the nomination. Other users assigned the Financial Analyst role will have the same access to this nomination and can make changes or Save & Submit. Once the nomination has been submitted, it will no longer be available in the Pending Financial Information queue.

FMO Signoff

After the Financial Analysts have entered the payment method for each nominee, the nominations will appear in the FMO Signoff queue. Users assigned the Finance Officer role will need to review each nomination and take action.

FMO Signoff view displays the Total Nominations and has filters to reduce the nominations per Cycle, Post, Individual or Group Awards and Award Type.  

Sign Offs column displays the action pending on the nominations. This is a shared view with EXEC. Once the JCAC Chair signs off on an approved cash award, the nomination will appear in both the EXEC and FMC queue simultaneously. If the EXEC has signed off on a nomination this will appear in green and indicate the amount in the nomination will not change.

Open nominations by clicking on the arrow next to the nomination ID. You can now view the financial selections entered by the Financial Analysts.

To change the Financial Data, use the dropdown menu and make a new selection, then click Save Changes when your changes are complete. Or Return to Financial Analysts to allow the  Financial Analysts to make the needed changes.

Once you are ready to move the nomination forward, click Sign Off, this will send the nomination to Send to OPS for HR to process.

Approve as a batch by selecting each nomination one by one or using the Select Nominations - All button. This will move all selected nominations out of the FMO Signoff queue.

Send to OPS

A list of all nominations pending OPS submission will appear. The State column will list one of two statuses: Pending Effective Date for nominations requiring an effective date assignment; and Pending Sending Data to OPS for nominations with an effective date assigned that are ready for OPS submission. 

A new change to this process to be aware of, OAS will only allow nominations with Charge to Employee's Payroll to send to OPS. Any nominations which contains fiscal data will fail to send and will appear in the Failed OPS Actions queue.

For nominations with only USDH, click Exclude from Send to OPS. Mixed LE Staff with USDH nominations can be sent to OPS, OAS will drop the USDH nominees from the nomination and they will not appear in the mass update.

You must select the nominations to be sent to OPS. Use the check boxes on the left to select specific nominations. Or select the check box next to the ID column to select all nominations.

There are three action buttons at the top of the screen, Assign Effective Date, Exclude from Send to OPS, and Send to OPS. 

Selecting Exclude from Send to OPS will not send the nomination data to OPS for processing. If this is an individual anytime award, it may be best to process manually in OPS, not within the mass update process. Once this action is taken, the nomination will be moved from the Send to OPS queue to the Completed queue and you will have to enter this nomination manually into OPS.

There are two ways to assign the effective date of the nominations. Either select multiple nominations using the check box next to the ID column, the unique name in the ID column, or the individual nominations in the State column.

To assign an effective date to multiple nominations, check the boxes next to the nominations to be processed. Then click the Assign Effective Date button which will generate a pop up window requiring HR to input the effective date using the calendar function. The calendar will only allow an effective date of the first Sunday of the pay period. Click Assign Date once the effective date is selected.

To select an individual nomination, either use the check box next to the ID column (same as above except only one nomination is selected) or click on the Pending Effective Date in the State column or the unique ID in the ID column to open the nomination.

Opening the nomination will generate action buttons at the bottom of the page. 

• Add Effective Date: Select an effective date on the first Sunday of the pay period using the pop up calendar.

• Return to HR: Returns the nomination to the HR Pending queue.

• Exclude from Send to OPS: Removes the nomination from the Effective Date Pending queue. You will have to then enter the award manually directly into OPS.

• Close/Cancel: Allows you to back out of the nomination without making any changes.

Notes: Once an effective date has been selected, the status will change to Pending Sending Data to OPS. At this point the nomination can be sent to OPS. A mass update group will be created in OPS for each group award. All individual awards will be in a separate mass update group

OPS Actions

Now when mass updates are sent to OPS, you will generate personnel actions and a file for payment. Once the mass updates are created in OPS, HR will need to ensure the Remarks state: Charge to Employee's Payroll. Then you will need to generate the CGFS Interface file for payment. Your FMO will need to approve and then HR will send this CGFS Interface file for payment directly from OPS. (This is a similar process used for RCA MBC Rewards)

Failed OPS Transactions

Nominations which contain any fiscal data will require HR to manually create a mass update in OPS for the personnel actions. You will need to create the mass update in OPS manually. Then you will need to generate a Finance Report from OAS to attach to the award payment cable. Send both of this to your pay processing center.

To find nominations sent to OPS but failed, in HR Area, click Failed OPS Transactions. You will see a list of all nominations which were sent to OPS and need action from HR. 

Once you have sent the payment cable and mass update (manually in OPS), you can move these nominations to Completed.

Open the nomination and click Set to Completed or Return to HR if you need to make changes.

You can also take this action as a batch by selecting nominations and then click Set to Completed.

After you set the nominations to completed, you can find them in the Completed queue.

Follow the steps in the Awards Payment Process Knowledge Article.

For additional help, please contact ISC at Post or ADG Support by selecting the ‘Submit a request’ button at the top of the page or by emailing adg-support@state.gov.
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