For the US Air Force, AFI 11-253 – Managing Purchases of Aviation Fuel and Ground Services was published to document procedures and controls governing the “accountability requirements for purchase of aviation fuel and off-station ground services; and establishes the US Air Force Aviation Into-plane Reimbursement (AIR) Card® program, and provides procedures for its management and use.”
FTPM helps by:
BENEFITS
AFI 11-253 Requires
FTPM Supports
MAJCOM OVERSIGHT
MAJCOMS to oversee the off-station purchase of aviation fuel and to oversee and assist the WRDCOs (Section 2.2.)
Command visibility over all units via Home page Transaction/Bill Reconciliation Overview.
TRACKING OF ALL (TENS OF THOUSANDS) FUEL TRANSACTIONS
WRDCOs to receive, audit and track all aviation fuel (Section 2.9.8.)
Transaction Ledger – FTPM has automated business rules that identify duplicate billings, errors in unit cost charges, or invalid fuel charges for aircraft no longer assigned to their Wing–just to name a few
TRACKING UNBILLED CHARGES
AFM 63-143 (Section 8.6.11.)] (Section 2.2.3.16/17.) MAJCOM APCs must provide unbilled charges and anticipated fuel bills from the WRDCO no later than 15 Sep annually and provide substantiating and auditable documents in support of the MORD
EOY MORD – The EOY MORD accounts for all manual receipts loaded in FTPM that have not been billed. This saves money and reduces ADA risks by preventing the typical ‘horseshoes and hand grenades’ approach of obligating millions of extra dollars at the end of year ‘just in case’ since actual data is usually not available.
REVIEW FUEL CHARGES AND RECONCILE TO FINANCIAL SYSTEMS
WRDCOs to analyze and track obligations for aviation fuel charges against MORDS (Section 2.9.12.)
AFMC/FMB (Section 2.3.1.) and the WRDCO (Section 2.9.11) to monitor financial systems to ensure that any aviation fuel charges from prior fiscal years are not paid with current fiscal year funds and initiate corrective actions to resolve any discrepancies in monthly bills (Section 2.9.12.)
CRIS reconciliation and EOY MORD * matches up MILSTRIPS to the manual detail providing backup documentation to de-obligate MORD throughout the FY. Also tracks details that process for prior year that were not accounted for as a manual transaction.
FS Import EEBS Xwalk – FTPM interfaces with CRIS & EEBS to identify disconnects in DFAS postings. In addition to FY, FTPM validates: Obligations outstanding, disconnects in paid amount, duplicate payments, paid against incorrect MDS/PEC, and many more.
MEMORANDUM
(Section 2.9.10.) Complete a memorandum, on a monthly basis, that confirms validation of the accuracy of the DLA Energy EEBP report (aviation fuel).
Monthly Memorandum is generated and digitally signed. Memorandum, notes, emails and attachments are centrally maintained within the system.
CENTRALIZATION OF ALL DOCUMENTS AND FINDINGS FOR AUDIT READINESS
(Section 2.10.7.) Will file all documents in a permanent file plan in a manner that would allow easy research should a problem or an audit occur.
Monthly Detail Report lists all details for that month by MDS along with the current transaction status. These are used as cover sheets. WRDCO attaches receipts based on detail order within reports. Documents will always be in FTPM with the package available for any audit. Filter capabilities facilitate required research.