Chow halls

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School

Grand Canyon University *

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Course

490

Subject

Industrial Engineering

Date

Apr 3, 2024

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pptx

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31

Uploaded by ColonelLightning13707

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Chow halls By LCpl Nhan
We will be learning how to: ► Collect Chow Halls over the counter ► Input and create a DD1131 for a Chow Hall ► Collect a certified Chow Hall ► Put together a finalized Chow Hall packet ► Creating a DD1081 and DD2665
Over the Counter ► When a Chow Hall comes in, you will be handed a DD1131 created by Food Service, a Deposit ticket , and possibly a bank receipt ► If it was a cash payment , there will be not be a bank receipt . You will know because there will be denominations filled out at the bottom of the Deposit Ticket.
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Over the Counter Write the next available DOV# and record it in the log book Stamp, date, and initial in the top right corner Sign on behalf of our DO *If there is a check, make sure you make a copy of the back of the check and place it behind the bank receipt*
Creating a DD1131: ● Head into DDS ● Go to Processing ● Go to Collections ● Click on DD1131 - Cash Collection Voucher
DDS - Inputting a 1131
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DDS - Collections ► Input the collection information • Make sure Immediate Treasury Deposit is checked • Select Reimbursement • The Receiving Office Collection Voucher Number will be the Document Reference Number in Section 10 of the 1131 • Make sure the following box after the number is 01
DDS – Activity Information ► Enter the Receiving Office information • Select Institution • Fill out the name and address of the institution • Put in the name and title of the DEP Food Service Director • Enter the date *Make sure the date is the day you get the check *
DDS – Accounting Line ► Input the NI Data • Choose US for the currency and input the Amount • Chow halls will always be Personal Checks ( PC ) • The NI Number/NI date is the check number and date on the check • The name will be SODEXO, INC & AFFELIATE
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Key Notes ► Normally, Chow halls have 2 Lines of Accounting, for each line of accounting, a new 1131 must be made . ► *The Receiving Office Voucher Numbers For FY 24 are: M40494241105SIKCOLLEC or M4049424S1SISWA0COLLEC ► The Activity ( Name and Location ) stay the same for each chow hall, but the name in the Title can change (between Timothy Syfrett and Carlos O. Middlebrooks ) *The LOAs stay the same throughout the entire fiscal year, when it’s a new year, new LOAs are sent out for us to use. (more information at https://www.manpower.usmc.mil/webcenter/portal/MRAHome )
DDS - Remitters ► Going into Remitters , put the Date , and provide the Name of Remitter along with the DOV Number (box on the left) and the Detailed Description (box on the right)
DDS - Remitters ► The DOV Number is in Section 2 of the 1131 ► The Detailed Description information will be at the bottom of the 1131
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DDS – Accounting Lines ► Go into Accounting Lines and choose SFIS
● The lines of account will be input to match the lines of accounting on the DD1131 and it will match exactly ● The carat marks represent 1 space over not in between and is shown at the bottom once finished
DDS - After Inputting ► Once you are done inputting you will hit the Ok button at the bottom then Save your DD1131 *Be sure to check over everything to confirm no mistakes were made*
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Certifying ► Chow hall checks have already been cashed in , unlike a regular check you do not need to create an OTCNet Ticket nor go to the Bank ► Once you have confirmed everything is right, you will give it to a certifier to once again check that everything is correctly inputted * The DD1131 will be returned to you to be fixed if you made any mistakes* ► Once everything is confirmed to be correct, your certifier will certify your DD1131, making it ready to be collected in DDS
Key Note ► Chow Halls will have 2 Lines of Accounting, 2 separate DD1131s must be made and when creating the packet, you will need to specify which amount the DD1131 is for.
Collecting the Chow Hall ● Head back into DDS and find the DD1131 that you were working on ● The previously greyed out Collect button will now be able to be clicked ● It will confirm if this is the correct DD1131, then give you a Voucher Number , write the number down below the DOV number
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Creating the Chow Hall Packet ► You will get 2 documents from DDS, a Collection Voucher Cover Page , and a Deposit Ticket ➢ Print out 1 Cover Page and 2 Deposit Tickets ➢ Make a 2nd copy of all of the Chow Hall documents you recieved except the original DD1131
Creating the Chow Hall Packet Now you will have: 1. A Collection Voucher cover page 2. The original DD1131 given to you at the counter 3. 2 Deposit Ticket Cover pages 4. 2 copies of the Original Deposit Ticket given to you at the counter 5. 2 copies of the bank receipt 6. 2 copies of the back of the check
Creating the Chow Hall Packet 2 packets will be made, a Collection Voucher packet and a Deposit Ticket packet The order will be: Collection Voucher Packet: 1. Collection Voucher Cover page 2. The original DD1131 3. The copy Deposit Ticket you made 4. The copy Original Deposit Ticket 5. The copy of the Bank Receipt 6. The copy of the back of the Check Deposit Ticket Packet 1. The copy Deposit Ticket you made 2. The copy Original Deposit Ticket 3. The copy of the Bank Receipt 4. The copy of the back of the Check
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Creating a DD1081 You have now finished a Chow Hall, the next step is to create a DD1081 for the work that you have done. ► Go back into the DDS Front page ► Click Reports ► Click DD 1081 - Statement of Agent Officer’s Account
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Creating a DD1081 You will be led to the DD1081 creation page: ● Click on the Recieving User Id/Site drop down bar ● Click on the username of the person you are doing the site for ● Select Full then Save
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Finishing a DD1081 Save once done, and a DD1081 will be generated; print out your 1081 and hand it to the site manager ► The site manager will then let you know when you can start on your DD2665
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Creating a DD2665 Once told you are good to do your DD2665: ► Head back to the DDS front page ► Click Reports ► Click 2665 - Daily Agent Accountability Summary
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Creating a DD2665 You will be taken to the DD2665 creation page: ● Click Finalize Report
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Creating a DD2665 Afterwards you will be taken to the Cash on Hand page: ● Look for the US Currency Code ● Click the Vault Icon
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Creating a DD2665 You will be taken to the Demonination Calculator ● Input the total denomination of all the cash you have in your safe *It’s good practice to have an excel sheet of your denominations that you can constantly update* ● Click Ok once finished
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Finishing a DD2665 ► Click Ok on the Denomination Calculator Page, it will put you back on the Cash on Hand page ► Click Ok on the cash on hand page ► You will receive your DD2665 ► Print it out and give it to your site manager
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Finished You have now successfully: ★ Collected a Chow Hall over the counter ★ Inputted a Chow Hall into DDS ★ Collected a certified Chow Hall ★ Created a DD1081 ★ Created a DD2665
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References ► Fiscal Advisory Notice, 11-23 FY-24 Subsistence in Kind Collection (Currently active for FY-24 as of 11/6/2023) ► DODFMR Vol. 3, Ch. 8, section 080410, SIS/SIK ► DODFMR Vol. 3, Ch. 8, Figure 8-1, DD 1131 Cash Collection Voucher ► DODFMR Vol. 3, Ch. 8, Section F. (a) Cash Collection
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