BY ORDER OF THE SECRETARY OF THE AIR FORCE AIR FORCE

BY ORDER OF THE SECRETARY

OF THE AIR FORCE

AIR FORCE MANUAL 34-209

2 OCTOBER 2019

Services

NONAPPROPRIATED FUND

FINANCIAL MANAGEMENT

AND ACCOUNTING

COMPLIANCE WITH THIS PUBLICATION IS MANDATORY

ACCESSIBILITY: Publications and forms are available on the e-Publishing web site at

www.e-Publishing.af.mil for downloading or ordering

RELEASABILITY: There are no releasability restrictions on this publication

OPR: AF/A1SR

Supersedes: AFI34-209, 10 January 2005;

AFMAN34-214, 14 February 2006;

AFMAN34-215, 9 February 2016

Certified by: SAF/MR

Pages: 152

This publication implements Air Force Policy Directive (AFPD) 34-1, Air Force Services. It

assigns responsibilities and explains financial management and accounting procedures for all

nonappropriated fund instrumentalities (NAFI). It has been developed in collaboration between

the Deputy Chief of Staff for Manpower, Personnel and Services (AF/A1), the Chief of the Air

Force Reserve (AF/RE) and the Director of the Air National Guard (NGB/CF), and applies to all

active duty Regular Air Force members, members of the Air Force Reserve, members of the Air

National Guard on collocated installations and when in Title 10 status, and Department of Defense

Contractors. Ensure all records created as a result of processes prescribed in this publication are

maintained in accordance with Air Force Manual (AFMAN) 33-363, Management of Records, and

disposed of in accordance with the Air Force Records Disposition Schedule located in the Air

Force Records Information Management System (AFRIMS). Refer recommended changes and

questions about this publication to the Office of Primary Responsibility (OPR) using the AF Form

847, Recommendation for Change of Publication; route AF Forms 847 from the field through the

major command (MAJCOM) functional managers. This publication may be supplemented at any

level, but all Supplements must be routed to the OPR of this publication for coordination prior to

certification and approval. The authorities to waive wing/unit level requirements in this

publication are identified with a Tier (“T-0, T-1, T-2, T-3”) number following the compliance

statement. See AFI33-360, Publications and Forms Management, for a description of the

authorities associated with the Tier numbers. Submit requests for waivers through the chain of

command to the appropriate Tier waiver approval authority, or alternately, to the requestor’s

2  AFMAN34-209  2 OCTOBER 2019 
command  for  non-tiered  compliance  items.    The  use  of  the  name  or  mark  of  any  specific 
manufacturer,  commercial  product,  commodity,  or  service  in  this  publication  does  not  imply 
endorsement by the Air Force. 
This Manual requires the collection and or maintenance of information protected by the Privacy 
Act of 1974 authorized by 10 USC. and 5 USC.  The applicable SORNs, F065 AF SVA A, Non-
appropriated  Fund  Instrumentalities  (NAFIs)  Financial  System,  F065  AF  SVA  B,  Non-
appropriated Fund (NAF) Insurance and Employee Benefit System Files, F065 AF SVA D, Non-
appropriated  Funds  Standard  Payroll  System,  F034  AF  AFSVC  B,  Non-Appropriated  Fund 
(NAF) Civilian Personnel Records, F034 AF SVA E, Check Cashing Privilege Files, F034 AFPC 
B,  Air  Force  Morale  and  Welfare  Membership  Programs  are  available  at 
https://dpcld.defense.gov/Privacy/SORNs/. 
SUMMARY OF CHANGES 
This publication has been substantially revised and needs to be completely reviewed.  It reflects 
organizational changes with the standups of the Force Support Squadron (FSS) and Air Force 
Installation and Mission Support Center (AFIMSC) as well as changes to responsible offices, 
points of contact, and roles and responsibilities.  This revision updates the Air Force Morale, 
Welfare, and Recreation (MWR) Logistics property, asset, and vehicle management program and 
administrative  changes  due  to  updates  to  AFI23-101,  Air  Force  Materiel  Management.    In 
addition, this revision rescinds AFMAN34-214, Procedures for Nonappropriated Funds Financial 
Management and Accounting, and AFMAN34-215, Procedures for the Cash Management and 
Investment Program, and incorporates the guidance from those publications herein 
 
Chapter 1— PRINCIPLES, STANDARDS, AND REQUIREMENTS    15 
1.1.   Accounting Entity.   ................................................................................................   15 
1.2.   General Accounting Policies.   ................................................................................   15 
1.3.   Accrual Method of Accounting.   ...........................................................................   16 
1.4.   Summarizing Accounting Transactions.   ...............................................................   16 
1.5.   Authorized Changes.   .............................................................................................   17 
1.6.   General Ledger Maintenance.   ...............................................................................   17 
1.7.   Fund Equity.  ..........................................................................................................   20 
1.8.   Transfers of Equity.   ..............................................................................................   22 
1.9.   Grants.   ...................................................................................................................   23 
1.10.   Extraordinary Items.   .............................................................................................   23 
1.11.   Financial Statements.   ............................................................................................   23 
1.12.   Requests for Technical Assistance or Waiver.  ......................................................   24 

AFMAN34-209  2 OCTOBER 2019  3 
13.   Forms.   ...................................................................................................................   24 
14.   Financial Management Training.   ..........................................................................   24 
15.   Management Fee Agreements.  ..............................................................................   24 
16.   Community Commons.   .........................................................................................   25 
17.   Training Aids (TAs).   .............................................................................................   25 
18.   Financial Analysis.   ................................................................................................   25 
19.   Disposition of Records.   .........................................................................................   25 
Chapter 2— NONAPPROPRIATED FUND ACCOUNTING ROLES, 
RESPONSABILITES AND STANDARDS    26 
1.   Directorate of Services (AF/A1S). ..........................................................................   26 
2.   Air Force Services Center, Commander (AFSVC/CC) or Executive Director. ......   26 
3.   Air Force Services Center, Directorate of Financial Management and 
Comptroller (AFSVC/FM). .....................................................................................   26 
4.   Air Force Services Center, Shared Services Center (AFSVC/SSC). ......................   27 
5.   Air Force Services Center, Directorate of Installation Support (AFSVC/SVI).   ...   27 
6.   Air Force Installation and Mission Support Center Nonappropriated Fund 
Financial Analysts ....................................................................................................   27 
7.   Installation Commander. .........................................................................................   27 
8.   FSS Commander or Director. .................................................................................   27 
9.   Resource Management Flight Chief. ......................................................................   28 
10.   Nonappropriated Fund Accounting Office Standards.   ..........................................   28 
11.   Nonappropriated Fund Accounting Office Relation to Other Type Funds.   ..........   28 
12.   Nonappropriated Fund Accounting Office Funding Support.  ...............................   29 
13.   Changes of Custodian and Activity Managers.   .....................................................   29 
14.   Life-of-the-Fund File.   ...........................................................................................   30 
Chapter 3— BUDGET PROCEDURES    32 
1.   Nonappropriated Fund  Budget Program.   .............................................................   32 
2.   Nonappropriated Fund  Budget Preparation Timeframe.   ......................................   32 
Figure  3.1.   Suggested Nonappropriated Fund Budgeting Actions Schedule. ...........................   32 
3.   Preparing Nonappropriated Fund  Income and Expense Budget.   .........................   33 

AFMAN34-209  2 OCTOBER 2019 
4.   Prepare the Nonappropriated Fund Requirements Budget (NRB).   .......................   34 
5.   Preparation of the Nonappropriated Fund  Cash Flow Budget.   ............................   36 
6.   The Appropriated Fund Budget.   ...........................................................................   36 
7.   Nonappropriated Fund Vehicle Budget Exhibit.   ...................................................   37 
Figure  3.2.   Sample Nonappropriated Fund Vehicle Budget Exhibit. ........................................   38 
8.   The Lodging Budget.   ............................................................................................   38 
9.   Review and Approval Nonappropriated Fund Budgets.   .......................................   38 
10.   Budget Training.   ...................................................................................................   39 
Chapter 4— PROPERTY    40 
1.   Capitalization of Assets: .........................................................................................   40 
2.   Recording Fixed Assets.   .......................................................................................   41 
3.   Acquisition of Fixed Assets.   .................................................................................   41 
4.   Acquisition of Expendable Items.   .........................................................................   45 
5.   Leases......................................................................................................................   47 
6.   Fixed Assets-Appropriated Fund Titled.   ...............................................................   50 
7.   Horses.   ..................................................................................................................   50 
8.   General Services Administration Seized Property or Defense Logistics Agency 
Disposition Services (formerly Defense Reutilization and Marketing Office).   .....   50 
9.   Repair of Fixed Assets.   .........................................................................................   51 
10.   Depreciation.   .........................................................................................................   51 
11.   Trade-in of Assets.   ................................................................................................   52 
12.   Disposition of Assets.   ...........................................................................................   52 
13.   Nonappropriated Fund  Fixed Assets Inventory.   ..................................................   52 
14.   Insurance Claims.   ..................................................................................................   53 
15.   Nonappropriated Fund  Labor Costs Incurred During Self-Help Renovation 
Projects: ...................................................................................................................   53 
16.   Aero Clubs.   ...........................................................................................................   55 
17.   Grants.   ...................................................................................................................   55 
Table  4.1.   Criteria for Capitalizing Purchases. ........................................................................   56 

AFMAN34-209  2 OCTOBER 2019  5 
Table  4.2.   Depreciation/Amortization Rate Schedules. ...........................................................   57 
Chapter 5— REVENUE TRANSACTIONS AND PROMOTIONAL PROCESSING    61 
1.   Revenue Processing.   .............................................................................................   61 
2.   Individual Cashier’s Reports and Consolidated Cost Center Reports.   .................   61 
3.   Deposit Slips.   ........................................................................................................   62 
4.   Credit Card Deposits.   ............................................................................................   62 
5.   Bank Fees and Charges.   ........................................................................................   63 
6.   Special Function Gratuities.   ..................................................................................   63 
7.   Accountability Using Point of Sale System.   .........................................................   63 
8.   Unearned Income.   .................................................................................................   63 
9.   Cash Refunds.   .......................................................................................................   64 
10.   Credit Card Refunds.   ............................................................................................   64 
11.   Returned Checks.   ..................................................................................................   64 
12.   Promotions.   ...........................................................................................................   65 
13.   Cash Overages and Shortages.   ..............................................................................   65 
14.   Petty Cash Purchases From Change Funds/Receipts.   ...........................................   65 
15.   Monte Carlo Night.   ...............................................................................................   65 
16.   Interest.   .................................................................................................................   65 
17.   Army and Air Force Exchange Service (AAFES) Support.   .................................   65 
18.   Operating Subsidies.   .............................................................................................   65 
19.   Foreign Currency.   .................................................................................................   66 
20.   Commercial Sponsorship Program.   ......................................................................   66 
21.   Randolph Sheppard Act-Vending Facility Program for the Blind.   .......................   66 
22.   Gaming Machines.   ................................................................................................   67 
23.   Advertising Revenue.   ............................................................................................   67 
24.   Discounted Revenue.   ............................................................................................   67 
25.   Coupons.   ...............................................................................................................   67 
26.   Gift Certificates and FSS Gift Cards.   ...................................................................   67 
27.   Members First Discounts.   .....................................................................................   68 

AFMAN34-209  2 OCTOBER 2019 
28.   Commercial Credit Authority.   ..............................................................................   68 
29.   Merchant Agreement Authority.   ...........................................................................   68 
30.   Cash Transfers from Centrally Funded Programs.   ................................................   69 
31.   Operating Grants.   ..................................................................................................   69 
32.   Non-operating Grants.   ..........................................................................................   69 
33.   Purchases Made with Grant Funds.   ......................................................................   69 
34.   Aero Club Liability and Hull Insurance Premiums.   .............................................   69 
35.   Asset and General Liability Insurance.   .................................................................   71 
36.   Lodging Assessment Processing. ............................................................................   71 
37.   Gaming Machine Assessments.   ............................................................................   72 
Chapter 6— ACCOUNTS RECEIVABLE    73 
1.   Customer Purchases of Merchandise and Services.   ..............................................   73 
2.   Payment Method for Merchandise and Services.....................................................   73 
3.   Authorized Use of an In-House Account Receivable  System.   ............................   73 
4.   Unauthorized Use of an In-House Account Receivable System.   ..........................   74 
5.   Finance Charges.   ...................................................................................................   74 
6.   Late Payment Charge.   ...........................................................................................   74 
7.   Payment Method for Merchandise and Services.  ..................................................   74 
8.   Temporary Lodging Facility (TLF).   .....................................................................   74 
9.   Visiting Quarters (Visiting Quarters).   ...................................................................   74 
10.   Other Credit Provisions.   .......................................................................................   74 
11.   Agency Accounts.   .................................................................................................   74 
12.   Collection Actions.   ...............................................................................................   74 
13.   Balancing Account Receivable Subsidiary.   ..........................................................   75 
14.   Late Payments and Finance Charges.   ...................................................................   75 
15.   Allowance for Uncollectible Accounts.   ................................................................   75 
16.   Account Receivable Operating Instruction.   ..........................................................   75 
17.   Account Receivable  Aging and Reporting.  ..........................................................   75 
18.   Special Functions.   .................................................................................................   76 

AFMAN34-209  2 OCTOBER 2019  7 
19.   Collection Actions.   ...............................................................................................   76 
20.   Military Pay Order.   ...............................................................................................   76 
21.   Write-off of Uncollectible Accounts.   ...................................................................   76 
22.   Payment on Accounts Previously Written Off as Uncollectible.   ..........................   76 
23.   Processing Debtor Payments at Base.   ...................................................................   77 
24.   Bad Debt Write-Off Procedures.   ...........................................................................   77 
25.   Credit Card Charges.   .............................................................................................   77 
Chapter 7— PURCHASE AND CONTROL OF MERCHANDISE    78 
1.   Purchase and Control of Merchandise.   .................................................................   78 
2.   Advance Payment Conditions and Authority.  .......................................................   79 
3.   Overseas Shipments.   .............................................................................................   80 
4.   Partial Shipments.   .................................................................................................   80 
5.   Value Added Tax.   .................................................................................................   80 
6.   Stock Records.   ......................................................................................................   80 
7.   Stock Levels and Reorder Points.   .........................................................................   80 
8.   Stock Numbers and Standard Units of Measure.   ..................................................   81 
9.   Nonappropriated Fund Transfer Between Cost Centers (Transfer Between Cost 
Centers).   .................................................................................................................   81 
10.   Spoilage, Breakage and Out-Dated Material.   .......................................................   81 
11.   The activity absorbs spoilage, breakage, outdated material, customer complaint, 
or reject items that cost less than $100 in cost of goods. .........................................   81 
12.   Commodities.   ........................................................................................................   82 
13.   Central Vendor Payment.   ......................................................................................   82 
14.   Consigned Merchandise.   .......................................................................................   82 
15.   Receiving Reports.   ................................................................................................   82 
Chapter 8— ACCOUNTS PAYABLE PROCESSING    84 
1.   Establishment of Accounts Payable.   .....................................................................   84 
2.   Documents and Entries.   ........................................................................................   84 
3.   Payable Suspense File.   ..........................................................................................   84 

AFMAN34-209  2 OCTOBER 2019 
4.   Vendor Invoices.   ...................................................................................................   85 
5.   Proof of Shipment.   ................................................................................................   85 
6.   Discounts.   .............................................................................................................   85 
7.   Delivery Costs.   ......................................................................................................   85 
8.   Documentation Required for Payment.   .................................................................   85 
9.   Filing Paid Documents.   .........................................................................................   85 
10.   Approval Authority.   ..............................................................................................   86 
11.   Blanket Purchase Agreement.   ...............................................................................   86 
12.   Centralized Payment of Consolidated Purchases.   .................................................   86 
13.   Prompt Payment Act Requirements.   .....................................................................   86 
14.   Ratification.   ...........................................................................................................   86 
15.   Electronic Fund Transfer (EFT) Public Law 104-134, Debt Collection 
Improvement Act.   ..................................................................................................   86 
16.   Filing The IRS Form 1099-MISC.   ........................................................................   87 
17.   Nonappropriated Fund Travel.   ..............................................................................   88 
18.   Purchasing Card.   ...................................................................................................   88 
Chapter 9— INVENTORY    89 
1.   Inventory Maintenance.   ........................................................................................   89 
2.   Monitoring Inventory Levels.   ...............................................................................   90 
3.   Inventory Schedule and Frequency.   ......................................................................   91 
4.   Change of Activity Managers. ................................................................................   91 
5.   Change of Custodian.   ............................................................................................   92 
6.   Free Items or Donations.   .......................................................................................   92 
7.   Nonappropriated Fund Accounting Office Inventory Procedures.   .......................   92 
8.   Bingo Payout Procedures. .......................................................................................   92 
9.   Resale Inventory Transfer Between Cost Center. ...................................................   92 
Chapter 10— CHILD DEVELOPMENT    93 
1.   United States Department of Agriculture (USDA) Child and Adult Care Food 
Program.   .................................................................................................................   93 

AFMAN34-209  2 OCTOBER 2019  9 
2.   Subsidy Payments to Family Child Care Expanded Child Care Providers.   ..........   94 
3.   Air Force Aid Society.   ..........................................................................................   95 
4.   Providing Child Care Services to Volunteers.   ......................................................   96 
Chapter 11— REPORTS    97 
1.   MWR Personnel Strength and Benefit Programs Report.   .....................................   97 
2.   Appropriated Fund Support to MWR Activities.   ..................................................   97 
3.   Tax Reports.   ..........................................................................................................   97 
4.   Certification of Financial Statements.   ...................................................................   97 
5.   Certification of Cash Management and Investment Program Accounts.   ..............   97 
6.   Nonappropriated Fund Financial Statements.  ........................................................   97 
Chapter 12— TRAVEL AND PCS MOVES    98 
1.   Travel.   ...................................................................................................................   98 
2.   Permanent Change of Station (PCS) Moves.   ........................................................   98 
Chapter 13— PAYROLL    100 
1.   Basis for Entitlements.   ..........................................................................................   100 
2.   Air Force Services Financial Management System.   .............................................   100 
3.   Direct Deposit.   ......................................................................................................   101 
4.   Manual Pay Preparation.   .......................................................................................   101 
5.   Payroll Adjustment Worksheet.   ............................................................................   102 
6.   Final Pay.   ..............................................................................................................   102 
7.   Loans to Employees.   .............................................................................................   102 
8.   Payroll Interface to the General Ledger.   ...............................................................   102 
9.   Adjustments to Payroll Accruals.   .........................................................................   102 
10.   Unclaimed Wages.   ................................................................................................   102 
11.   Individual Pay Record.   .........................................................................................   103 
12.   Annual and Sick Leave.   ........................................................................................   103 
13.   The activity retains OPM Form 71 .........................................................................   104 
14.   Leave Balance Insufficient to Cover Leave Requested.   .......................................   104 
15.   Advance Annual and Sick Leave.   .........................................................................   104 

AFMAN34-209  2 OCTOBER 2019 
16.   Transfer of Annual and Sick Leave.   .....................................................................   104 
17.   Transfer of Annual Leave Under Portability.   .......................................................   105 
18.   Military Leave.   ......................................................................................................   105 
19.   Military Furlough.   .................................................................................................   106 
20.   Court Leave.   ..........................................................................................................   106 
21.   Discounted Meals Furnished to Employees.   .........................................................   107 
22.   Employee Awards.   ................................................................................................   107 
23.   Severance Benefits.   ...............................................................................................   107 
24.   Separation Allowances.  .........................................................................................   109 
25.   Labor Transfers.   ....................................................................................................   110 
26.   Tip Reporting.   .......................................................................................................   110 
27.   Tip Allocation.   ......................................................................................................   111 
28.   Service Charges.   ...................................................................................................   112 
29.   Other Authorized Deductions.   ..............................................................................   112 
30.   Supporting Statement for Voluntary Deductions.   .................................................   113 
31.   Priority of Deductions.   ..........................................................................................   113 
32.   Withholding Allowance Certificate.   .....................................................................   113 
33.   Earned Income Credit.  ...........................................................................................   114 
34.   Tax Tables and Tax Periods.   .................................................................................   114 
35.   Methods of Withholding.   ......................................................................................   114 
36.   Adjustments to Withheld Income Taxes: ................................................................   115 
37.   Tax Payments and Returns.  ...................................................................................   115 
38.   Federal Payroll Taxes.   ..........................................................................................   116 
39.   Compensation Subject to Federal Taxes.   ..............................................................   117 
40.   Quarterly and Annual Reports.   .............................................................................   118 
41.   Group Health and Life Insurance Arrearages.   ......................................................   119 
42.   Workers' Compensation Program.   ........................................................................   119 
43.   Unemployment Compensation.   .............................................................................   120 
44.   Payroll Processing After a Natural Disaster.   ........................................................   120 

AFMAN34-209  2 OCTOBER 2019  11 
45.   Employee Debt.   ....................................................................................................   120 
Chapter 14— CASH MANAGEMENT AND INVESTMENT PROGRAM (CMIP)    122 
1.   Applicability.  .........................................................................................................   122 
2.   CMIP System Overview: ........................................................................................   122 
3.   Participation In CMIP.   ..........................................................................................   123 
4.   Overdraft CMIP Accounts.   ...................................................................................   124 
5.   AFSVC/FM or Installation Resource Management Flight Chief will send a 
message to AFSVC/FMTB and the Shared Service Center informing them of the 
corrective action taken for the overdraft NAFI's account. .......................................   124 
6.   AFSVC/FM determines whether an assessment of pecuniary liability is 
appropriate according to AFMAN34-202, Protecting Nonappropriated Fund 
Assets. ......................................................................................................................   124 
7.   Any Cash Transfer reported through the CMIP system which would cause a 
NAFI to go into an overdraft status will be identified during processing and 
rejected.   ..................................................................................................................   124 
8.   Field Banks.   ..........................................................................................................   124 
9.   Field Bank Account Ownership.   ...........................................................................   124 
10.   Cash Back Arrangements.   .....................................................................................   125 
11.   Concentration Banks.   ............................................................................................   125 
12.   Merchant Agreements.   ..........................................................................................   125 
13.   NAFI Account Numbers.   ......................................................................................   125 
14.   Daily Statements.   ..................................................................................................   125 
15.   Payment of Interest.   ..............................................................................................   125 
16.   Posting of CMIP Interest Earned.   .........................................................................   125 
17.   Consolidation or Establishment of NAFIs.   ...........................................................   126 
18.   Dissolution of a NAFI.   ..........................................................................................   126 
19.   MBF Closures/Changes.   .......................................................................................   126 
20.   Opening Field Bank Accounts.   .............................................................................   126 
21.   Closing Field Bank Accounts.   ..............................................................................   126 
22.   Ordering Deposit Slips.   .........................................................................................   127 
23.   US Dollar Deposit Reporting.   ...............................................................................   127 

AFMAN34-209  2 OCTOBER 2019 
24.   US Dollar Checks Drawn on Foreign Banks.   .......................................................   127 
25.   AF Form 1877, Nonappropriated Fund Central Cashier Control Log.   .................   127 
26.   Foreign Currency (FC) Deposit Reporting.   ..........................................................   128 
27.   Credit Card Deposit Reporting.   ............................................................................   128 
28.   Off-Base Deposit Reporting.   ................................................................................   128 
29.   Returned Checks.   ..................................................................................................   128 
30.   Debit/Credit Memo Corrections.   ..........................................................................   128 
31.   General Information Concerning Checks.   ............................................................   128 
32.   All check types have an 8-digit check number for CMIP reporting purposes.   .....   128 
33.   Signature Requirements on Checks.   .....................................................................   129 
34.   Signature Changes.   ...............................................................................................   130 
35.   Check Numbering.   ................................................................................................   130 
36.   Reporting US Dollar General Checks.   ..................................................................   130 
37.   Reporting US Dollar Void Checks.   ......................................................................   130 
38.   Stop Payment Action, US Dollar Checks.   ............................................................   130 
39.   Foreign Currency.   .................................................................................................   131 
40.   Reporting Foreign Currency Checks.   ...................................................................   131 
41.   Reporting Foreign Currency Void Checks.   ..........................................................   131 
42.   Stop Payment Action, Foreign Currency Checks.   ................................................   131 
43.   Corrections to Check Issue and Void Transactions Reported.   ..............................   132 
44.   Foreign Currency Accommodation Sales.   ............................................................   132 
45.   Dollar Transfers.   ...................................................................................................   132 
46.   Air Force Lodging Fund (AFLF).   .........................................................................   133 
47.   General Information on Remittances.   ...................................................................   133 
48.   Recording Remittances.   ........................................................................................   133 
49.   Remittance Processing.   .........................................................................................   133 
50.   Automated Reimbursements.   ................................................................................   133 
51.   Property and Liability.   ..........................................................................................   134 
52.   Aircraft Hull Insurance Assessments.   ...................................................................   134 

AFMAN34-209  2 OCTOBER 2019  13 
53.   Aircraft Liability Insurance Assessments.   ............................................................   134 
54.   Temporary Lodging Facility (TLF) Assessment.   .................................................   134 
55.   General Information on Reporting.   .......................................................................   134 
56.   Timing of Transmissions.   .....................................................................................   134 
57.   Dating of Transactions.   .........................................................................................   134 
58.   End-of-Month and Holiday Reporting.   .................................................................   134 
59.   Banking Files.   .......................................................................................................   135 
60.   Deposit Validations.   ..............................................................................................   135 
61.   Deposit Validation Products and Their Use.   .........................................................   135 
62.   Foreign Currency (FC) Deposit Validation (Overseas Only).   ..............................   136 
63.   Deposit Validation Reconciliation.   .......................................................................   136 
64.   Transfer between NAFIs.   ......................................................................................   136 
65.   Cash Control Summary Report.   ............................................................................   136 
66.   Outstanding Check Reports.   .................................................................................   137 
67.   Verification of Outstanding Check Reports.   .........................................................   137 
68.   End-of-Month CMIP Account Verification.   .........................................................   137 
69.   Adjustments of CMIP Accounts Due to Unreconciled Variances.   .......................   137 
70.   Programs.   ..............................................................................................................   137 
71.   Severance (SEV) Participation.   ............................................................................   137 
72.   Severance Account Numbers.   ...............................................................................   137 
73.   Severance Statements.   ..........................................................................................   137 
74.   Severance End-of-Month Products.   ......................................................................   138 
75.   Severance Payment of Interest.   .............................................................................   138 
76.   Severance Deposits.   ..............................................................................................   138 
77.   Severance Withdrawals.   ........................................................................................   138 
78.   Severance Account Minimum Balances.   ..............................................................   138 
79.   Emergency Notifications.   .....................................................................................   138 
80.   Disposition of Currency and Coin.   .......................................................................   138 
81.   Blank Check Stocks.   .............................................................................................   138 

14  AFMAN34-209  2 OCTOBER 2019 
Attachment 1— GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION    139 
Attachment 2— MEMORANDUM RECEIPT CUSTODIAN REPLACEMENT OR 
ALTERNATE CUSTODIAN CHANGE    148 
Attachment 3— MEMORANDUM RECEIPT/ASSUMPTION OF DUTIES – ACTIVITY 
MANAGER    150 
Attachment 4— EXPLANATION OF AMOUNTS ENTERED ON BANK VERSUS BASE 
VARIANCE REPORT ISSUED BY AFSVC/FMTB    151 
Attachment 5— EXPLANATION OF DATA TO BE REPORTED ON AF FORM 1736    152 
 
   

AFMAN34-209 2 OCTOBER 2019 15

Chapter 1

PRINCIPLES, STANDARDS, AND REQUIREMENTS

1.1. Accounting Entity. Each Nonappropriated Fund Instrumentality (NAFI), established

according to AFMAN34-201, Use of Nonappropriated Funds, is a separate entity for accounting

purposes. Asset, liability and equity accounts must be maintained separately for each

Nonappropriated Fund Instrumentality (NAFI). (T-0)

1.2. General Accounting Policies. Nonappropriated Fund financial statements are prepared

according to the following general accounting policies.

1.2.1. Nonappropriated Fund financial statements will be prepared in accordance with

Generally Accepted Accounting Principles and in accordance with accounting standards set

forth by the Financial Accounting Standards Board. (T-0) The exception is where the

Department of Defense (DoD) 7000.14R Financial Management Regulations (FMRS),

Volume 13, Nonappropriated Funds Policy, or Department of Defense Instruction 1015.15,

Establishment, Management, and Control of Nonappropriated Fund Instrumentalities, and

Financial Management of Supporting Resources mandates an alternate accounting treatment.

1.2.2. Assets. Assets are economic resources obtained or controlled by Nonappropriated

Fund Instrumentalities as a result of past transactions or events. The Nonappropriated Fund

Accounting Office classifies assets on financial statements as either current or noncurrent

items.

1.2.3. Current Assets. Classify those items of cash and other assets or resources the

Nonappropriated Fund Instrumentality can reasonably expect to convert to cash or to consume

during the normal operating cycle (12 months for Air Force Nonappropriated Funds) as current

assets. These include cash and cash equivalents, short-term investments, accounts receivable,

inventories and prepaid expenses.

1.2.4. Noncurrent Assets. Classify assets the Nonappropriated Fund Instrumentality will not

convert to cash or consume during the next 12 months as noncurrent assets. These include

land, buildings, leasehold improvements, furniture, equipment, bulk purchases of expendable

equipment, long-term investments, long-term receivables and long-term prepaid expenses.

1.2.5. Liabilities. Liabilities are obligations to transfer assets, provide services, or otherwise

expend assets to satisfy responsibilities resulting from past or current transactions. The

Nonappropriated Fund Accounting Office classifies liabilities as either current or noncurrent.

1.2.6. Current Liabilities. These are debts and obligations the Nonappropriated Fund

Instrumentality can expect to cover use existing current assets or the creation of other current

liabilities during the next 12 months. These include accounts payable, loans payable and

accrued liabilities.

1.2.7. Noncurrent Liabilities. Classify those liabilities the Nonappropriated Fund

Instrumentality does not expect to liquidate during the next 12 months as noncurrent. These

include the long-term portion of loans payable and long-term accrued liabilities.

1.2.8. Fund Equity. Fund equity consists of capital invested in the Nonappropriated Fund

Instrumentality plus the profit or minus the loss resulting from operations since its inception.

16 AFMAN34-209 2 OCTOBER 2019

1.3. Accrual Method of Accounting. All Nonappropriated Fund financial statements and

accounting records are prepared using the accrual method of accounting. Income received prior

to being earned is recorded as unearned income until earned. Income earned, but not received, is

recorded as both income and an accounts receivable until collected. Expenses incurred but not

paid are recorded as a liability and expensed. Expenses paid but not incurred are recorded as a

pre-paid expense until consumed. Accruals will be made as required to record capital expenses,

bulk purchases, etc. An exception to the requirement for accrual accounting is as follows:

1.3.1. Isolated Unit Funds (IUFs). Isolated Unit Funds maintain accounting records on a

cash basis if total revenue is less than $40,000 per year.

1.3.2. Income and Expenses. Income and expenses are recorded in the Nonappropriated

Fund Instrumentality and activities program and cost center where they are incurred. Do not

record identifiable activity operating expenses in any other activity or cost center unless

specifically provided for in this or other AFI. Income and expenses are recorded in the proper

income and expense general ledger account code. Entries are always made showing a complete

auditable trail of debits and credits; never use a net amount to make a correction.

1.3.3. Overhead Expenses. Expenses properly charged to overhead cost centers, e.g., fund

administration, human resources, Nonappropriated Fund Accounting Office, etc., are not

allocated to activities. The Shared Service Center fees calculated for accounting and payroll,

Human Resource (HR) support, and systematically posted transactions by the Shared Service

Center, are chargeable to the applicable memorandum of agreement cost center. This provision

is only for memorandum of agreement cost centers; do not transfer these fees or other overhead

expenses; (example unidentifiable administrative costs), or to the cost center level, within the

same Nonappropriated Fund Instrumentality. (T-0)

1.3.4. Transfers of Merchandise, Supplies or Labor. Transfers between activities within

the same Nonappropriated Fund Instrumentality or other AF NAFI are made at cost.

1.3.5. Contingencies. Contingencies are existing conditions, situations or circumstances

involving uncertainty as to potential gain or loss. The NAFI ultimately resolves contingencies

when one or more future events occur or fail to occur. The Resource Management Flight Chief

works with the Force Support Squadron commander or director to determine the amount of the

loss contingency. The Nonappropriated Fund Accounting Office posts accruals for loss

contingencies where the outcome is probable and the amount can be reasonably estimated. Do

not record gain contingencies in the financial statements. Describe the loss contingency and

all pertinent details in a footnote to the financial statement.

1.4. Summarizing Accounting Transactions. Accounting transactions are grouped and

summarized in the Air Force Services Financial Management System (AFSFMS) using a standard

accounting string. The Air Force Services Center, Financial Management and Comptroller

Directorate (AFSVC/FM), must approve in advance, changes or additions to the accounting string.

(T-1). A complete list of the segments for an accounting string and their definitions is available

on the Services Installation Support Portal. The accounting string is composed of the following

segments:

1.4.1. Major Command (MAJCOM) Code. The segment consists of three letters to

designate the MAJCOM, e.g., “ATC” for Air Education and Training Command or “SPC” for

Air Force Space Command.

AFMAN34-209 2 OCTOBER 2019 17

1.4.2. Activity Code. This segment consists of five digits to designate the specific

installation and activity making the transaction, e.g., 50315 for the Joint Base San Antonio

Randolph Golf Course.

1.4.3. Fund Code. This segment consists of three digits (e.g. 015) to designate the

Nonappropriated Fund Instrumentality, e.g., Altus MWR Fund or Altus Lodging Fund.

1.4.4. Program Code. This segment consists of four digits and identifies the program.

Generally an activity will only have one program but could have more than one, e.g., Golf with

an Activity Code “50315” could house program code 0119 or program code Other Revenue

Generating, 0123, etc.

1.4.5. Cost Center Code. This segment consists of four digits and identifies a segment of

an activity and program such as 0301 for Golf Course Operations or 0303 for Golf Pro Shop,

etc.

1.4.6. General Ledger Account Code. This segment consists of seven digits; the first three

digits identify the general account or account type. The last four digits break down the

transactions within the same general account, e.g., general ledger account code 720000 Supply

Expense. General ledger account code 7010000 Nonappropriated Fund payroll is regular

hours, general ledger account code 7010005 is overtime hours.

1.5. Authorized Changes. Directorate of Financial Management and Comptroller approves, in

advance, requests to combine history balances of individual accounts or cost centers. Installations

submit requests through the AFSVC/SVI.

1.6. General Ledger Maintenance. The Shared Service Center maintains the general ledger

and prepares the income and expense statement and balance sheet for each Nonappropriated Fund

Instrumentality. The Nonappropriated Fund Accounting Office prepares the statement of cash

flow. All AF NAFIs are accounted for within the AFSFMS and maintained by the SSC.

Transactions are posted to the general ledger each business day. The installation Resource

Management Flight Chief is responsible for the accuracy of financial statements and ensuring they

are prepared in accordance with guidance in this AFMAN. (T-1).

1.6.1. Subsidiary Records. Activities, NAF AO and SSC each maintain certain subsidiary

records on all balance sheet accounts for each Nonappropriated Fund Instrumentality.

Subsidiary records should be automated, where possible. The subsidiary records should be

reconciled to the general ledger control accounts before finalizing the monthly financial

statement. The exception to this is if a Force Support Activity maintains the subsidiary records.

1.6.1.1. During the end of month reconciliation, the activity must make the subsidiary

available for review by the Resource Management Flight Chief and the Nonappropriated

Fund Accounting Office when requested. (T-1) Activity maintained subsidiary records

must be reconciled at a minimum quarterly or monthly as designated by the Resource

Management Flight Chief and NAF AO. (T-1)

18 AFMAN34-209 2 OCTOBER 2019

1.6.1.2. The SSC and NAF AO each have assigned subsidiary responsibilities of accounts

according to the base subsidiary determination publication provided on the Services

Installation Support Portal. The frequency of subsidiary certification is included as part of

the definition of the applicable general ledger account code. The SSC will provide the

Resource Management Flight Chief of the Nonappropriated Fund Accounting Office a

certification of the subsidiary reconciliation for the accounts the Shared Service Center is

responsible to maintain as detailed in the base subsidiary determination publication. (T-1)

1.6.1.3. Each subsidiary record must contain complete information to identify validity of

the account balance (i.e., transaction date, amount, document number, description and

customer name, date of event). (T-0) The Resource Management Flight Chief will ensure

FSS activities and FSS employees are reconciling and resolving discrepancies associated

with their assigned subsidiary accounts. (T-2) Each activity or individual must provide a

certification to the Resource Management Flight Chief for his or her assigned subsidiary

general ledger control account at the frequency designated by the Resource Management

Flight Chief and the Nonappropriated Fund Accounting Office, at a minimum quarterly.

(T-1) The certification must list any discrepancies (i.e. reconciling items) in the accounts

to include differences between the subsidiary total and the general ledger, the actions taken

or resolutions, and an estimated completion date. (T-1) The Resource Management Flight

Chief, after reviewing to ensure the subsidiaries are accurate and complete, uses these

certifications as backup documentation for the monthly certification letter signed by the

Resource Management Flight Chief. Retain these certifications with the end-of-month

supporting documentation. (T-0)

1.6.1.4. A monthly general ledger detail listing is not a subsidiary of an account. It only

provides transaction detail for an accounting period. A subsidiary provides detailed

information on each transaction making up the total amount of the account balance. The

balance may consist of items from several accounting periods, not just the current period.

1.6.1.5. The Resource Management Flight Chief will document activities allowed to

maintain subsidiary accounts. (T-1)

1.6.1.6. The Resource Management Flight Chief or Nonappropriated Fund Accounting

Office will assist activity managers in the proper maintenance and reconciliation of

subsidiaries specific to their activity. (T-2) Examples of such subsidiaries include special

functions, unearned income or prepaid expenses.

1.6.1.7. If any subsidiary records are not in balance to the general ledger accounts, the

Resource Management Flight Chief must annotate the financial statement and certify with

the out-of-balance condition (see paragraph 1.10.1 on footnoting financial statements).

(T-1)

1.6.1.8. The Resource Management Flight Chief must ensure the provisions

ofAFMAN34-202, Protecting Nonappropriated Fund Assets, are followed when

subsidiary discrepancy resolution results in losses to the Nonappropriated Fund

Instrumentality. (T-1)

AFMAN34-209 2 OCTOBER 2019 19

1.6.1.9. Adjusting Entries. The Nonappropriated Fund Accounting Office, Shared

Service Center and FSS activities prepare the necessary general ledger adjustment forms

according to the monthly financial statement-closing schedule published by the Shared

Service Center. The Resource Management Flight Chief should establish and use a local

checklist for all required adjusting entries.

1.6.1.9.1. Document and explain adjustments to the general ledger on the general

ledger adjustment forms. The NAF AO will retain the general ledger adjustment forms

with all back-up documentation. (T-1) Dispose of records in accordance with IAW

paragraph 1.19 Some adjustments may be made by the Shared Service Center, but the

installation remains responsible for the financial statements.

1.6.1.9.2. The Shared Service Center will notify installations when general ledger

adjustment forms, including descriptions, are made to an installation’s general ledger.

(T-1) The SSC will receive guidance from AFSVC/FM as to the treatment of all the

general ledger entries. AFSVC/FM will ensure compliance with generally accepted

accounting Principles, applicable Financial Analyst issuances, DoD 7000.14-R,

Department of Defense Financial Management Regulations (FMR), Volume 13,

Nonappropriated Funds Policy and DoDI 1015.15, Procedures for Establishment,

Management, and Control of Nonappropriated Fund Instrumentalities and Financial

Management of Supporting Resources. (T-0) The Shared Service Center, with

guidance from AFSVC/FM will make changes to erroneous general ledger entries,

improper use of general ledger account codes or improper accounting treatment. The

installation will be notified in these situations. (T-1)

1.6.1.10. Finalizing the Financial Statement. The Resource Management Flight Chief

and Nonappropriated Fund Accounting Office will document and make available to all

activity managers and applicable staff an end of month and end of year activity closing

timeline. (T-2) The Resource Management Flight Chief should ensure all FSS personnel

understand what is required in preparing and closing the financial statements. The

Resource Management Flight Chief will provide training and ensure proper source

document submission is understood by all necessary FSS personnel. (T-2) For example;

correcting entries, transfer between cost centers for labor/supplies/inventory are all

properly submitted to the Nonappropriated Fund Accounting Office and the Shared Service

Center if needed.

1.6.1.10.1. All transactions returned for errors must be resolved according to the

closing schedule. (T-1)

1.6.1.10.2. The Nonappropriated Fund Accounting Office, Resource Management

Flight Chief, Nonappropriated Fund Financial Analyst, each flight chief and activity

manager review the preliminary financial statements for accuracy prior to monthly

financial statements being issued. (T-2)

1.6.1.10.3. Make the review of the preliminary financial statement a priority in order

not to delay the financial reporting process.

20 AFMAN34-209 2 OCTOBER 2019

1.7. Fund Equity. The Resource Management Flight Chief will only allow authorized

transactions into and out of the equity general ledger account codes. (T-0) These transactions

include net income; net losses; approved prior year adjustments; and entries associated with the

establishment, disestablishment, distribution, or redistribution of capital transferred equity, which

includes capital from another Nonappropriated Fund Instrumentality (capital includes cash and

physical assets. These transfers to Nonappropriated Fund Instrumentalities can be from the Air

Force or another DoD entity.

1.7.1. All accounts in the equity section must be reviewed by the Resource Management Flight

Chief prior to closing end of month and especially at end of year. (T-1) The RMFC can run

and review the Extended Fund Equity Balancing Report from the Air Force Services Financial

Management System (AFSFMS) to ensure all equity accounts are accurate. All errors and

other entries to equity accounts must be resolved prior to financial statement preparation and

charged to the proper general ledger account code. (T-0)

1.7.2. Prior-Period Equity Adjustments (PPEA). Prior-period equity adjustments are

items of income or expense, related to the correction of errors in the financial statements from

a prior fiscal year. If approved by the approval authority the correcting entry is accounted for

as adjustments to equity, and excluded from the determination of net income or Net Income

Adjusted for Depreciation for the current period. Errors in financial statements resulting from

mathematical mistakes in the application of accounting principles or oversight or misuse of

facts existing at the time the financial statements were prepared may qualify for prior-period

fund equity adjustments.

1.7.2.1. Only requests considered material to the Nonappropriated Fund Instrumentality

will be considered for adjustment. Materiality is typically defined as greater than one

percent (1%) of the assets in the consolidated balance sheet.

1.7.2.1.1. The Resource Management Flight Chief submits the fully coordinated

installation request for prior-period fund equity adjustment to AFSVC/SVI, who in-

turn forwards to AFSVC/FM for review and upward coordination for approval, if

proper criteria for consideration are met.

1.7.2.1.2. Requests may be signed by the installation Resource Management Flight

Chief or designated fund custodian. The package must show coordination with the

base comptroller office, Nonappropriated Fund Financial Analyst, Force Support

Squadron Commander or Director and indicate Nonappropriated Fund Council

awareness. (T-1) Any adjustment resulting in an actual loss of assets (fixed or cash)

must have documented installation commander coordination. (T-1)

1.7.2.1.3. Prior-Period Equity Adjustment requests must also include a timeline of

events, all supporting documentation, justification for qualification as a prior-period

equity adjustment, and specify the adjustment requested to include all affected general

ledger account codes and amounts. (T-1) When determining if a package should be

submitted, contact AFSVC/SVI or Financial Management Office for guidance.

1.7.2.1.4. If required by AFMAN34-202, Protecting Nonappropriated Fund Assets

requests for approval must include results of investigation of loss or a statement why

an investigation is not required.

AFMAN34-209 2 OCTOBER 2019 21

1.7.2.2. AFSVC/SVI provides a copy to Air Force Installation and Mission Support Center

Nonappropriated Fund Financial Analyst. Requests may be disapproved at any level in the

coordination process for prior period equity adjustments when they do not meet all the

criteria.

1.7.2.3. AFSVC/FM will review, coordinate and staff to higher headquarters. While

requests may be disapproved at any level in the coordination process, only SAF/FMCEB

has the authority to approve prior-period fund equity adjustments.

1.7.2.4. The NAF Accounting Office records the transaction only after SAF/FMCEB

grants written approval.

1.7.2.5. Disapproved amounts will be recorded in general ledger account code 9460000,

disapproved prior-period equity adjustments.

1.7.2.6. Make no adjustments to accounting records until written approval is received. (T-

1.7.2.7. The installation Resource Management Flight Chief will be notified by

AFSVA/FM when the approved adjustment has been made in general ledger account code

2830000, prior-year adjustments. (T-1) The Nonappropriated Fund Accounting Office

footnotes the financial statements explaining the circumstances of the adjustment and the

effect.

1.7.2.8. Individuals completing comparative analysis should adjust prior-period

statements. The NAF AO will maintain a copy of the approval letter in the Life of Fund

file. (T-1)

1.7.2.9. Do not treat the following corrections and adjustments as prior-period fund equity

adjustments:

1.7.2.9.1. The result of the use of estimates in the accounting process. (T-1)

1.7.2.9.2. Changes in estimates resulting from new information. (T-1)

1.7.2.9.3. Subsequent developments and adjustments based on better insight or

improved judgment. (T-1)

1.7.2.10. Examples of transactions that generally accepted accounting principles does not

consider as prior-period fund equity adjustments include, but are not limited to:

1.7.2.10.1. Amounts considered immaterial in the determination of net income and net

income adjusted for depreciation.

1.7.2.10.2. Changes in the estimated lives of property or equipment that affect the

computed amounts of depreciation.

1.7.2.10.3. The undepreciated value of property or equipment no longer used due to

facility renovation or replacement.

1.7.2.10.4. Pay and severance benefit increases that apply to wages earned in a prior

year if they could have been reasonably estimated in a prior year or the increase

resulting from events occurring after the close of the affected prior FY.

1.7.2.10.5. Gains or losses resulting from changes in foreign currency exchange rates.

22 AFMAN34-209 2 OCTOBER 2019

1.7.2.10.6. Amounts held in construction-in-progress for a terminated and

uncompleted project. Example: design funds utilized but the project was cancelled.

1.8. Transfers of Equity. When transfers of cash or other assets are made between

Nonappropriated Fund Instrumentalities, except for the purchase of assets and payments for

services rendered, they are recorded as transfers of equity. Certain Air Force Services Center

programs may require alternative accounting treatments. Air Force Services Center Financial

Services Division (AFSVC/FMA) will provide specific accounting instructions for those

programs. These instructions are delivered electronically at the time of program execution. These

instructions are then posted to the Services Installation Support Portal for download.

1.8.1. Reserved Fund Equity. A reserve of fund equity accounting entry must be made for

goods and services on order but not yet received and for budgeted and approved fixed assets,

facility improvements and quantity (bulk) expendable purchases which are going to be

executed in the future, normally the next 12 months. (T-1) However, for a larger installation

funded project this period may exceed 12 months. Exclude centralized lodging purchases

made by the Air Force Lodging Fund; these projects are recorded on the Air Force Lodging

Fund books, not the installations. When the project(s) is complete, the project(s) will be

transferred to the installation and the corresponding entries to the installation lodging records

will be made at that time.

1.8.1.1. Reserved Equity-Current Purchases. At the end of each accounting period,

adjust this account to reflect the total value of all outstanding orders not received. Include

outstanding orders from all obligation documents, such as outstanding purchase orders,

blanket purchase agreement orders, and purchase requests for supplies, inventory and

services, including fixed assets, facility improvements, and quantity (bulk) expendables on

order. Use general ledger account code 2730000, Outstanding Orders to account for

reserved equity–current purchases. Installations must also account for outstanding orders

that are MAJCOM, AF, or MOA funded under the appropriate general ledger account

codes (e.g. general ledger account codes 274XXXX or 275XXXX).

1.8.1.2. Reserved Equity-Capital Requirements. During the month of September each

FY, close the current dollar amount in the reserved equity to fund equity-prior year and set

up the dollar amount for the next fiscal year. As of 30 September, this account should

always reflect the current and future 11 periods of proposed capital requirements. At the

end of the period adjust this account for those items executed on or no longer needed

(disapproved) and ensure the balance includes a total of 12 periods of future capital

requirements, this end of period balance will be the beginning balance for the next period.

The Nonappropriated Fund Accounting Office submits a general ledger adjustment forms

to the Shared Service Center to make necessary adjustments. Use general ledger account

code 2760001, Current Fiscal Year Capital Requirements to account for the 12 periods of

future capital requirements. Installations must also account for capital requirements

approved in the long-range capital requirements budget beyond the current fiscal year using

general ledger account codes 2760002, Next Fiscal Year Budgeted Capital Requirements

and 2760003, Out-Year Capital Requirements (3-5 years).

1.8.1.3. Reserved Equity-Quantity (Bulk) Expendable Equipment. Follow the same

process as detailed in paragraph 1.8.1.2.

AFMAN34-209 2 OCTOBER 2019 23

1.8.2. Equity Accounts. After a completed end of year closeout, the Shared Service Center

will prepare and post in the first period of the new fiscal year to roll specific equity accounts

to retained earnings; general ledger account code 2900000, Fund Equity Prior Years.

Installations prepare general ledger adjustment forms to post to the 2900000 as the offsetting

entry for outstanding orders and capital requirements detailed in paragraph 1.8.1.2. and

paragraph 1.8.1.3

1.9. Grants. See AFMAN34-201, paragraph 5.12, for guidance on acceptance and usage of

grants. Contact AFSVC/FM for specific accounting guidance and controls. Only use general

ledger account code 8330000, Special Grants Operating, when specifically directed by

AFSVC/FM accounting instructions. Additional accounting guidance for grants is provided in

paragraphs 5.31 and 5.32.

1.10. Extraordinary Items. The Resource Management Flight Chief submits requests to record

any transaction as an extraordinary gain or loss to AFSVC/SVI through their local Force Support

Squadron leadership, with coordination by the installation Nonappropriated Fund Financial

Analyst. AFSVC/SVI will review the package to ensure documentation is complete and provide

Air Force Installation and Mission Support Center Nonappropriated Fund Financial Analysts with

a copy. AFSVC/FM will review the package and if sufficient forward to AF/A1S and then

SAF/FMCEB for approval. Disapproval of requests may at any level in the coordination process.

Request for approval must include all supporting documentation, justification for qualification as

an extraordinary item and, the specific entries requested to include general ledger account codes

and amounts. (T-1) If disapproved, use the proper general ledger account code as the normal

situation would dictate. If SAF/FMCEB approves the request, the Resource Management Flight

Chief must account for extraordinary items under general ledger account code 9610000,

Extraordinary Items, and must attach a footnote to the financial statements with an explanation of

the cause of the transactions and its effect on current operations. (T-1)

1.11. Financial Statements. Financial statements are available to all authorized users from the

AFSFMS report website, https://ssc.afsv.net/, and may be downloaded and printed as required.

The financial statements consist of the income and expense statement, balance sheet, cash flow

statement, and notes to the financial statements. Cash flow statements are prepared at the

installation. Financial statements are used to assess each operation's current performance and for

critical decision-making at all levels of your installation and Force Support Squadron leadership.

1.10.1. The Resource Management Flight Chief is responsible for preparing footnotes to the

financial statements. Refer to training aid, TA-AFSFMS-59, Attaching Financial Statement

Footnotes to 6i Report, available on the Services Installation Support Portal, for instructions

on how to footnote financial statements using the Resource Management Flight Chief footnote

template. Footnotes are an integral part of the financial statements and must be provided to

Force Support Squadron management and other installation-level users of the financial

statements. (T-1)

24 AFMAN34-209 2 OCTOBER 2019

1.12. Requests for Technical Assistance or Waiver. Submit requests for clarification or

interpretation of this manual to AFSVC/SVI. Submit each request for waiver, except those waivers

authorized and granted locally according to guidance in the applicable Air Force Instruction (AFI)

to AFSVC/SVI. The installation commander must approve waivers granted according to the

AFMAN through the custodian, Force Support Squadron commander or director, as applicable.

Requests for certain waivers concerning Civilian Welfare Funds, Fisher House Funds or Mission

Essential Feeding Funds submitted through AFSVC/FM for consideration and approval by the

appropriate Board Central Fund custodian. In all waiver requests, outline the problem, identify

the specific requirement to be waived, recommend an alternative and furnish complete

justification. Review waivers at least annually or when conditions and circumstances change.

1.13. Forms. Force Support Squadron may use automated formats of AF and Nonappropriated

Fund forms. AFSVC/FM will recommend changes to Air Force forms following the approved Air

Force publication process.

1.14. Financial Management Training. The Fund Custodian (normally the Resource

Management Flight Chief) conducts (or obtains) financial management training as required. The

Resource Management Flight Chief must ensure Nonappropriated Fund Accounting Office staff,

and activity personnel as required, are trained on specific job-related duties and responsibilities

and applicable regulatory references and other published training materials (such as program

training aids, and other training-related guidance dealing with Nonappropriated Fund accounting

issues). (T-1) The Resource Management Flight Chief documents all financial management

training.

1.15. Management Fee Agreements. Management services provided in support of activities

(other than where the manager is assigned) must be based on the actual time spent in the activity.

The activity receiving management services processes a transfer of labor between the applicable

cost centers.

1.15.1. Each pay period, Nonappropriated Fund activity managers document the actual hours

spent providing management services to other activities. Provide this documentation to the

serviced activities so they can prepare the labor transfer. Include the cost center where the

manager is originally assigned, number of hours worked in other activities, and the receiving

activity where the manager performed the work.

1.15.1.1. As an alternative to tracking hours by pay period, the Force Support Squadron

commander or director may establish a distribution formula based on actual time spent

during a 30-day period. This distribution formula must be validated annually and changed

as conditions or situations vary.

1.15.1.2. Keep the documentation supporting the formula in the Life-of-the-Fund file.

1.15.2. The activity manager prepares the general ledger adjustment forms for the transfer and

the appropriate supporting documentation is provided to the Nonappropriated Fund

Accounting Office so the appropriate personnel can approve the general ledger adjustment

forms for the Shared Service Center to post in the accounting system. The activity managers

or designees need to review financial statements and general ledger detail listing to ensure

personnel expense is accurate and transactions have posted.

AFMAN34-209 2 OCTOBER 2019 25

1.15.3. Nonappropriated Fund activity managers may not transfer more than 40% of their total

salary plus benefits to any individual activity in any month. The installation commander must

approve distribution formulas that allot more than 40% of total salaries to a single activity other

than their assigned cost center. (T-1) This is a control to ensure activities are not transferring

labor just to improve their financial condition.

1.16. Community Commons. Existing activities defined by this AFMAN and DoDI1015.10,

Military Morale, Welfare, and Recreation (MWR) Programs that are re-grouped in a new

configuration in the same building, must retain their existing cost center. (T-0) The building does

not receive an administrative cost center. The activities retain their fund source identity for all

expenses and capital, according to AFI65-106, Appropriated Fund Support of Morale, Welfare,

and Recreation (MWR) and Other Nonappropriated Fund Instrumentalities (NAFIS). If a single

manager is hired to oversee the operation, labor transfers are completed as detailed above to ensure

the proper expenses are recorded in the benefiting cost centers. (T-0)

1.17. Training Aids (TAs). Training Aids provide additional information on how to implement

this policy. These training aids provide clarification and go into detail on process and procedures

for this and other publications. They provide a valuable resource for all personnel. Training Aids

are located on the Services Installation Support Portal. All accounting office personnel should

have access to all training aids related to their specific duties.

1.18. Financial Analysis. The Nonappropriated Fund Financial Analyst prepares outside

financial analysis each month in accordance with AFI65-107, Nonappropriated Funds Financial

Management Oversight Responsibilities. (T-1)

1.18.1. The Nonappropriated Fund Financial Analyst completes the statistical and narrative

portions of the financial analysis (working with activity managers) and sends it to the Force

Support Squadron commander or director for review and comment (refer to AFI65-107,

Nonappropriated Funds Financial Management Oversight Responsibilities for details on the

contents of the financial analysis).

1.18.2. After review, the Force Support Squadron commander or director returns the analysis

and comments to the Nonappropriated Fund Financial Analyst.

1.18.3. The Nonappropriated Fund Financial Analyst finalizes the analysis, including the

comments received from the Force Support Squadron commander or director.

1.18.4. The Nonappropriated Fund Financial Analyst obtains signatures of the Force Support

Squadron commander or director and the installation comptroller on the analysis and forwards

it to the AFSVC/SVI and Air Force Installation and Mission Support Center/Nonappropriated

Fund Financial Analyst.

1.19. Disposition of Records. Dispose of records in accordance with Air Force Records

Information Management System. The Air Force Records Information Management System

website is https://www.my.af.mil/gcss-af61a/afrims/afrims. You may view the Air Force

records disposition schedule under the services records retention schedules.

26 AFMAN34-209 2 OCTOBER 2019

Chapter 2

NONAPPROPRIATED FUND ACCOUNTING ROLES, RESPONSABILITES AND

STANDARDS

2.1. Directorate of Services (AF/A1S).

2.1.1. Directorate of Services, Headquarters, United States Air Force administers the Air

Force Central Fund Nonappropriated Fund Instrumentalities and establishes any new Central

Nonappropriated Fund Instrumentalities as required, except where Department of Defense

Instruction 1015.15, Establishment, Management, and Control of Nonappropriated Fund

Instrumentalities, and Financial Management of Supporting Resources, requires this authority

to be the Department of Defense Component Head.

2.1.2. Directorate of Services, Headquarters, United States Air Force approves establishment

and dissolution of all Air Force Nonappropriated Fund Instrumentalities with the exception of

base isolated unit funds, the Air Force Fisher House Fund and its subaccounts, and Air Force

Civilian Welfare Fund Boards.

2.2. Air Force Services Center, Commander (AFSVC/CC) or Executive Director.

2.2.1. Oversees all Air Force Nonappropriated Fund Instrumentalities worldwide, except for

those governed by their respective boards; works in concert with Air Force Installation Mission

Support Center Commander and Directorate of Services, Headquarters, United States Air

Force.

2.2.2. Designates and appoints the Air Force Central Funds Nonappropriated Fund

Instrumentality custodian in writing.

2.2.3. Serves as the approval authority for all Nonappropriated Fund lease requests.

2.2.4. Approves the Shared Service Center transaction fees.

2.3. Air Force Services Center, Directorate of Financial Management and Comptroller

(AFSVC/FM).

2.3.1. Receiving, safeguarding, and disbursing funds and other nonappropriated fund assets of

the Central Fund Nonappropriated Fund Instrumentalities.

2.3.2. Presenting financial plans, nonappropriated fund income and expense budgets, cash

flow and capital requirements budgets, results from operations, and management reports to the

Nonappropriated Funds Finance Committee, showing each Nonappropriated Fund

Instrumentality’s financial status.

2.3.3. Operates the custodial fund for Air Force NAFs and serves as the central processor for

all participating NAFIs.

2.3.4. Provides specific accounting instructions for all centrally managed nonappropriated

fund programs and for similar programs operated at the installation.

2.3.5. Review and coordinate on Prior-Period Equity Adjustments (PPEA) requests.

2.3.6. Review and coordinate on installation requests to record any transaction as an

extraordinary gain or loss.

AFMAN34-209 2 OCTOBER 2019 27

2.3.7. AFSVC/FM will recommend changes to Air Force forms following the approved Air

Force publication process.

2.4. Air Force Services Center, Shared Services Center (AFSVC/SSC).

2.4.1. Maintains the general ledger and prepares the income and expense statement and

balance sheet for each Nonappropriated Fund Instrumentality.

2.4.2. Processes the transactions necessary for receiving, safeguarding, and disbursing funds

and other nonappropriated fund assets for the installation and central funds.

2.4.3. Provides a certification of the subsidiary reconciliation for the accounts it is responsible

for.

2.4.4. Responsible for processing Military Pay Order actions for Air Force active duty

members and writing off uncollectible accounts and other debts submitted to them for

collection.

2.5. Air Force Services Center, Directorate of Installation Support (AFSVC/SVI). Works

in concert with Air Force Services Center, Directorate of Financial Management and Comptroller

and Shared Services Center in providing guidance, advocacy and assistance to installations in the

execution of their local Nonappropriated Fund Instrumentalities.

2.6. Air Force Installation and Mission Support Center Nonappropriated Fund Financial

Analysts

2.6.1. Review and coordinate on Prior-Period Equity Adjustments (PPEA) requests.

2.6.2. Review and coordinate on installation requests to record any transaction as an

extraordinary gain or loss.

2.7. Installation Commander.

2.7.1. The installation commander supervises and administers the establishment, operation,

and dissolution of installation Nonappropriated Fund Instrumentalities

2.7.2. Oversees and monitors activities and Nonappropriated Fund Instrumentalities to

proactively manage fiscal health.

2.7.3. Coordinates on request packages submitted to higher headquarters concerning

Nonappropriated Fund accounting or financial management.

2.7.4. Approves or delegates approval to local waivers authored in this AFMAN.

2.7.5. Reviews and approves local installation Nonappropriated Fund budgets with the

exception of Civilian Welfare Fund budgets.

2.7.6. Approves or delegates approval for all un-programmed Nonappropriated Fund

purchases.

2.8. FSS Commander or Director.

2.8.1. Coordinates on request packages submitted to installation leadership and higher

headquarters concerning Nonappropriated Fund accounting or financial management.

2.8.2. Reviews and provides comments on the monthly financial analysis.

2.8.3. Appoints local funds custodians and activity managers in writing.

28 AFMAN34-209 2 OCTOBER 2019

2.8.4. Develops local financial objectives and goals for Force Support Activities.

2.8.5. Reviews and approves Force Support Nonappropriated Fund Budgets for submittal to

the base Nonappropriated Fund Council.

2.9. Resource Management Flight Chief.

2.9.1. Receiving, safeguarding, and disbursing funds and other nonappropriated fund assets of

the installation Nonappropriated Fund Instrumentality according to this instruction

2.9.2. Presenting financial plans, nonappropriated fund income and expense budgets, cash

flow and capital requirements budgets, results from operations, and management reports to the

Nonappropriated Funds Council and/or any sub-committees of the Nonappropriated Funds

Council showing each Nonappropriated Fund Instrumentality’s financial status.

2.10. Nonappropriated Fund Accounting Office Standards. The Nonappropriated Fund

Accounting Office provides centralized professional accounting and financial management

services to all Nonappropriated Fund activities established within the installation Force Support

Squadron organization. The Resource Management Flight Chief supervises the Nonappropriated

Fund Accounting Office personnel. The Nonappropriated Fund Accounting Office will follow

certain basic standards:

2.10.1. Document financial transactions clearly.

2.10.2. Properly classify and record transactions in the period of receipt.

2.10.3. Ensure only persons acting within the scope of their delegated authority execute

transactions. Force Support Squadron commander or director must document the delegated

authority.

2.10.4. Assign key duties to maintain the segregation of duties. Examples of key duties are:

authorizing, approving and recording transactions; issuing or receiving assets; making

payments; and auditing procedures. See TA NA-18, separation of duties within the

Nonappropriated Fund Accounting Office and Activities.

2.10.5. Provide qualified and continuous supervision to assure that Nonappropriated Fund

Accounting Office personnel follow established procedures. Ensure areas of personal

responsibility and accountability are clear.

2.10.6. When the Resource Management Flight Chief delegates authority (for example,

procurement authority), make periodic comparisons of the transactions with the recorded

accountability.

2.10.7. Ensure key personnel are trained and experienced to accomplish their assigned duties.

2.11. Nonappropriated Fund Accounting Office Relation to Other Type Funds. Force

Support Squadron or higher headquarters may designate a Nonappropriated Fund Accounting

Office to provide accounting and financial management support for other installations or

geographically separated units. This support should be presented in a support agreement and any

costs above and beyond Shared Service Center fees must be charged to the applicable

Nonappropriated Fund Instrumentality. (T-1)

AFMAN34-209 2 OCTOBER 2019 29

2.12. Nonappropriated Fund Accounting Office Funding Support. The Nonappropriated

Fund Accounting Office uses a combination of Nonappropriated Fund and Appropriated Funds

resources. Refer to AFI65-106, Appropriated Fund Support of Morale, Welfare and Recreation,

and Nonappropriated Fund Instrumentalities, for authorized appropriated fund support and

AFMAN34-201, Use of Nonappropriated Funds, for authorized nonappropriated fund support.

2.12.1. The Nonappropriated Fund Accounting Office calculates the Accounting and Human

Resources Office fees that are charged to the Nonappropriated Fund Instrumentalities receiving

support from the Nonappropriated Fund Accounting Office. Do not prorate overhead costs to

other Morale, Welfare, and Recreation Fund activities. The results of the most current and

previous calculations are kept in the Life-of-the-Fund file. The Shared Service Center assesses

a fee, approved by the AFSVC/CC or Executive Director, for services rendered based on total

transactions processed.

2.12.2. Refer to TAAFSFMS-51, Computing NAF Accounting Office HRO Service Fees, for

the computation of the Fees-for-Services-Rendered Method for the Nonappropriated Fund

Accounting Office and Human Resource Office charges.

2.12.3. The Resource Management Flight Chief reviews the service fee charged to each

Nonappropriated Fund Instrumentality receiving support from the Nonappropriated Fund

Accounting Office semi-annually in March and September (utilizing the current month data

processed from months February and August) and adjusts the service fee, if necessary, to cover

inflation or changes in operational cost. (T-1) Maintain the results of each review (prior and

current) in the Life-of-the-Fund file for the Morale, Welfare, Recreation and Nonappropriated

Fund Instrumentalities.

2.13. Changes of Custodian and Activity Managers. Changes in Nonappropriated Fund

Instrumentality custodians or activity managers can occur at any time. Schedule the change to

coincide with the End of Month if possible.

2.13.1. Custodian or Alternate Custodian Change. The Force Support Squadron

commander or director appoints a successor in writing according to AFMAN34-201, Use of

Nonappropriated Funds. The recommended format for transfer of accountability is shown in

Attachment 2. Prepare the memo in triplicate, provide the original to the Nonappropriated

Fund Accounting Office to file in the Life-of-the-Fund file and provide a copy to the incoming

and outgoing custodians (Resource Management Flight Chiefs). In addition:

2.13.1.1. Review the AF Form 1736, Nonappropriated Fund Cash Management and

Investment Program Account Verification for those Nonappropriated Fund

instrumentalities serviced by the Nonappropriated Fund.

2.13.1.2. Prepare a schedule of accounts receivable, by Nonappropriated Fund

Instrumentality, for those Nonappropriated Fund Instrumentalities serviced by the

Nonappropriated Fund Accounting Office and ensure the accounts receivable subsidiary

reconciles to the General Ledger control account.

2.13.1.3. Prepare a schedule of outstanding obligations for all Nonappropriated Fund

Instrumentalities and ensure the accounts payable subsidiary reconciles to the General

Ledger control account.

30 AFMAN34-209 2 OCTOBER 2019

2.13.1.4. Ensure other subsidiary accounts reconcile to the respective general ledger

control account.

2.13.1.5. Transfer perpetual Life-of-the-Fund files established for each Nonappropriated

Fund Instrumentality.

2.13.1.6. Transfer asset receipts for all Nonappropriated Fund Instrumentalities.

2.13.1.7. Transfer appropriated fund equipment assigned to the resource management

section. Refer to AFMAN34-204, Property Management.

2.13.1.8. Transfer Nonappropriated Fund fixed assets within the resource management

section. A physical inventory of accountable assets outside the section is not required

unless requested by the incoming custodian. Refer to AFMAN34-204 Property

Management.

2.13.1.9. Transfer accountability for master key to the key storage container.

2.13.2. Activity Manager Changes. The Force Support Squadron commander or director

appoints a replacement or successor in writing according to the following procedures. Prepare

a memorandum using the format shown in Attachment 2, or similar format, in triplicate.

Provide the original to the Nonappropriated Fund Accounting Office to file in the Life-of-the-

Fund file, and give a copy to the incoming and outgoing activity managers. In addition:

2.13.2.1. Transfer decentralized and in-use inventories and Nonappropriated Fund fixed

assets according to AFMAN34-204 Property Management.

2.13.2.2. Transfer appropriated fund equipment according to AFMAN34-204 Property

Management.

2.13.2.3. Transfer central Nonappropriated Fund storeroom and warehouse inventory

using the same criteria as indicated in paragraph. 9.1.2. of this publication.

2.13.2.4. Ensure incoming lodging managers use the financial statements to verify and

validate the correctness of the Account Receivable .

2.13.3. Acceptance of Accountability. The incoming activity manager/individual assigned

to the manager position or Resource Management Flight Chief must accept accountability and

complete certification within 30 days of arriving in the new position. (T-1) Incoming managers

must be in a duty status before completing certification. (T-1)

2.13.3.1. Complete Certification by preparing a memorandum to the Force Support

Squadron commander or director showing all discrepancies or disputes of transfer records

and attach the memorandum receipt (Attachment 3).

2.13.3.2. Resolve any variances, losses and so forth according to instructions provided in

AFMAN34-202 Protecting Nonappropriated Fund Assets. Upon resolution, file

documentation with the memorandum receipts in the Life-of-the-Fund file.

2.14. Life-of-the-Fund File. The Nonappropriated Fund Accounting Office keeps the following

documents in the Life-of-the-Fund (not an all-inclusive list),

2.14.1. Authority to establish the Nonappropriated Fund Instrumentality (where applicable,

refer to AFMAN34-201, Use of Nonappropriated Funds)

AFMAN34-209 2 OCTOBER 2019 31

2.14.2. Property transfer documents required by AFMAN34-204, Property Management.

2.14.3. Applicable documentation authorizing change, petty cash and imprest funds (including

amount), fund-storage authorizations, inventory ceilings and signed receipts from activity

managers for change, petty cash and imprest funds issued.

2.14.4. Documentation of waivers to governing directives including waivers for small sites or

small activities.

2.14.5. Documentation pertaining to approvals for adjustments to prior-period fund equity,

extraordinary items and losses from discontinued operations.

2.14.6. List of activities requiring financial analysis.

2.14.7. Letters delegating authority.

2.14.8. Records of lasting importance such as warranties, vehicle titles, maintenance contracts,

and memorandum of agreements.

2.14.9. Documentation pertaining to approvals and adjustments for Unit Physical Training

Facilities (mini-fitness centers) and related equipment.

2.14.10. Fee-for-Service-Rendered Method computation to determine charges to other

Nonappropriated Fund Instrumentalities.

2.14.11. Distribution formula computation for management fee agreements.

2.14.12. Service Level Agreement with the Shared Service Center.

32 AFMAN34-209 2 OCTOBER 2019

Chapter 3

BUDGET PROCEDURES

3.1. Nonappropriated Fund Budget Program. Activity managers must use the standard Air

Force Nonappropriated Fund Budget and Analysis Program to prepare Nonappropriated Fund

budgets. (T-2) In turn, the Nonappropriated Fund Accounting Office must use the Air Force

Nonappropriated Fund Budget and Analysis Program to consolidate activity budgets. (T-2) The

Nonappropriated Fund Financial Analysts must use the Air Force Nonappropriated Fund Budget

and Analysis program to develop and analyze activity performance and validate activity budgets.

(T-2) Instructions and templates for the Air Force Nonappropriated Fund Budget and Analysis

Program are found on the Services Installation Support Portal.

3.2. Nonappropriated Fund Budget Preparation Timeframe. The budget year is from 1

October of a given year through 30 September of the following calendar year. The preparation,

review and approval process for the budgets should begin early enough in the current fiscal year

to complete before the start of the new fiscal year. See Figure 3.1. for a sample budget schedule.

Although budget preparations are an annual requirement, we recommend, as a minimum,

consolidated projections are updated or maintained each quarter to maintain four quarters of budget

data at all times. This provides more accurate cash flow projections and trend analyses as you

reach the end of a fiscal year.

Figure 3.1. Suggested Nonappropriated Fund Budgeting Actions Schedule.

ACTIONS TO BE TAKEN

ACTION

TIME

FRAME

ACTION OFFICER(S)

Provide budget training

15-20 May

Resource Management

Flight Chief,

Nonappropriated Fund

Financial Analyst if

needed

Establish financial goals

20-31 May

Activity managers,

flight chiefs, Resource

Management Flight

Chief, Force Support

Squadron commander

Prepare Income and Expense,

Nonappropriated Fund Requirements

Budget, and Account Payable Fund

budgets

1-30 Jun

Activity managers

Review and consolidate Income and

Expense, Nonappropriated Fund

Requirements Budget and Account

Payable Fund budgets and Prepare

cash flow budget. Make

recommendations for revisions,

provide guidance as needed

1-25 Jul

Resource Management

Flight Chief

AFMAN34-209 2 OCTOBER 2019 33

Prioritize consolidated

Nonappropriated Fund Requirements

Budgets

26-31 Jul

Force Support

Squadron commander

or director or budget

working committee (if

est.)

Review budgets and make

recommendations for revisions

1-15 Aug

Nonappropriated Fund

Financial Analyst

Review and finalize all budgets prior

to submission for approval

16-31 Aug

Force Support

Squadron commander

or director

Submit all completed budgets to

installation commander for approval

1-30 Sep

Nonappropriated Fund

Council

Approve or disapprove final budgets

1-30 Sep

Installation

commander

Distribute approved budgets to

managers, MAJCOMs and others, as

appropriate

1-30 Sep

Resource Management

Flight Chief

3.3. Preparing Nonappropriated Fund Income and Expense Budget. Activity managers will

prepare Nonappropriated Fund Income and Expense budgets for their activity. (T-1) Activity

managers use these projections, when compared to actual performance, to help identify specific

areas where they need revised planning or corrective action in their operations.

3.3.1. Activity managers develop financial objectives and goals with their flight chief and

Resource Management Flight Chief based on requirements of the Force Support Squadron

commander or director or higher headquarters.

3.3.2. Prepare realistic budgets for cost centers under their management with guidance from

the Resource Management Flight Chief. Make financial goals that are measurable in dollars

for both the Nonappropriated Fund Instrumentality and the activities supported by the

Nonappropriated Fund Instrumentality and make sure these goals are attainable. This allows

comparisons between budgeted and actual financial results. In setting goals, the activity

manager should consider the following factors:

3.3.2.1. Net earnings objectives.

3.3.2.2. Amount of appropriated fund support authorized and what is realistic to receive.

3.3.2.3. Desire for new or revised programs.

3.3.2.4. Desired changes in inventory levels or cost of resale items.

3.3.2.5. Desired construction and facility maintenance and repair.

3.3.2.6. Need for new equipment or repair of existing equipment.

3.3.2.7. Higher headquarters financial goals where established.

3.3.2.8. Mission changes that will affect base population operations, positive or negative.

34 AFMAN34-209 2 OCTOBER 2019

3.3.3. Justify Income and Expense budgets by explaining major changes in income or expense

categories over the quarter just ended, seasonal variances, payroll computations and departures

from established standards or goals. Submit a copy of this documentation as part of the budget

package. Keep the original in the activity with the budget. Do not make the documentation a

part of the NAF Council review.

3.3.4. Ensure when estimating supply expense, the current year portion from bulk purchases

of high value supply items from the Nonappropriated Fund Requirements Budget is included

as supply expense in the operating budget.

3.3.5. When major budget items are to be recorded as a pre-paid and expensed over time, the

budget should be footnoted in the justification field of the standard Air Force Nonappropriated

Fund budget program. The Resource Management Flight Chief will need this information to

prepare the cash flow budget since cash will be expended earlier than forecasted in the budget.

3.3.6. Provide the Income and Expense budget to the Nonappropriated Fund Financial Analyst

as detailed within AFI65-107, Nonappropriated Funds Financial Management Oversight

Responsibilities. (T-1)

3.4. Prepare the Nonappropriated Fund Requirements Budget (NRB). The activity manager

will prepare the NRB for a minimum of 5 years for each activity before the beginning of the FY.

(T-1)

3.4.1. Describe on the Nonappropriated Fund Requirements Budget each requested asset, the

asset’s priority, the funding source, the cost center that will use the asset, the estimated month

and year of completion or purchase, and the estimated cost of the asset.

3.4.2. The Nonappropriated Fund Requirements Budget includes Nonappropriated Fund

purchases of capital assets. Capital assets include fixed assets, facilities acquired or

constructed, and improvements made on existing facilities from Nonappropriated Funds.

3.4.3. The Nonappropriated Fund Requirements Budget also includes quantity expendable

(bulk) assets. Include expendable equipment (like-items) that the activity purchases in bulk.

Also, include bulk purchases of high value supplies.

3.4.4. Annotate the budget if expected to receive higher headquarters funding for a specific

asset.

3.4.5. Justify the requirements listed on the Nonappropriated Fund Requirements Budgets.

Justifications for Nonappropriated Fund vehicle purchases are coordinated with the vehicle

control officer

3.4.6. The Resource Management Flight Chief will provide a template to complete the

Nonappropriated Fund Requirements Budget. (T-2)

3.4.7. The Force Support Squadron commander or director, or activity manager for Civilian

Welfare Funds, makes recommendations to the Air Force Civilian Welfare Fund Board for

Nonappropriated Fund Requirements Budget and Income and Expense budget approval. Air

Force Civilian Welfare Fund Board approves any operational or capital grant requests. Local

installation leadership should coordinate on all recommendations before submitting to the

board.

AFMAN34-209 2 OCTOBER 2019 35

3.4.8. The installation commander approves all un-programmed Nonappropriated Fund

purchases, or delegates this authority (in whole or in part) no lower than the Force Support

Squadron commander or director. (T-1) If delegated, maintain the delegation letter in the Life-

of-the-Fund file.

3.4.8.1. Do not confuse the approval of un-programmed Nonappropriated Fund purchases

with the purchasing authority as stated in AFMAN64-302, Nonappropriated Fund

Contracting Procedures. Once the installation commander approves the un-programmed

purchase, the Resource Management Flight Chief should include un-programmed items in

the Nonappropriated Fund Instrumentalities cash flow budget.

3.4.8.2. Installations must limit un-programmed purchases to emergencies. (T-1) Non-

availability of Appropriated Funds does not constitute an emergency allowing for the use

of Nonappropriated Funds. (T-1) The Force Support Squadron must follow appropriated

fund processes to obtain needed funds, or request a waiver to spend Nonappropriated Funds

in accordance with AFMAN34-201.

3.4.9. Ordering Nonappropriated Fund Requirements Budget Items:

3.4.9.1. Activity managers send all requests to purchase Nonappropriated Fund

Requirements Budget items to the Resource Management Flight Chief, through the Internet

Based Purchasing System (IBPS). The Purchase Order may specify the use of the

Nonappropriated Fund government Purchase Card as payment terms as long as the amount

is within Purchase Card purchase limits. Inform the Resource Management Flight Chief,

or designee, of any delays in ordering Nonappropriated Fund Requirements Budget items

since this directly impacts cash flow. The Resource Management Flight Chief should

manage purchases to limit adverse impact on operations.

3.4.9.2. The Resource Management Flight Chief, or designee, reviews each request to

purchase Nonappropriated Fund Requirements Budget items before buying to:

3.4.9.2.1. Ensure the purchase is for an approved Nonappropriated Fund Requirements

Budget item or an un-programmed item approved by the commander. Record un-

programmed purchases in the minutes of the next Nonappropriated Fund Council

meeting.

3.4.9.2.2. Ensure appropriate approvals to spend Nonappropriated Funds are obtained

if the purchase is authorized appropriated fund support.

3.4.9.2.3. Ensure the purchase is included in the cash flow budget.

3.4.9.2.4. Determine if enough cash is available to buy the item and the capital

purchase is being made in accordance with Nonappropriated Fund Instrumentality

priorities.

3.4.9.2.5. Certify the availability of funds before obligating funds.

36 AFMAN34-209 2 OCTOBER 2019

3.5. Preparation of the Nonappropriated Fund Cash Flow Budget. The Resource

Management Flight Chief prepares an annual cash flow budget for each Nonappropriated Fund

Instrumentality and updates it quarterly in conjunction with the Income and Expense budget. The

Force Support Squadron commander or director and the Resource Management Flight Chief use

the cash flow budget to plan the use of cash resources while maintaining the cash solvency of the

Nonappropriated Fund Instrumentality. A Nonappropriated Fund Cash Flow Budget template is

available at the Services Installation Support Portal. The Resource Management Flight Chief does

the following in developing an accurate cash flow budget:

3.5.1. Include anticipated cash inflows and cash outflows based on the operating budget, the

Nonappropriated Fund Requirements Budget, and the balance sheet when developing the cash

flow budget. Use historical balance sheet data, Nonappropriated Fund Requirements Budget

and income and expense budgets to project cash flow for each Nonappropriated Fund

Instrumentality over a given period of time.

3.5.2. Include budgeted Nonappropriated Fund Requirements Budget items in the cash flow

budget for the period in which the Nonappropriated Fund Instrumentality expects to pay for

the item.

3.5.3. Include Nonappropriated Fund Requirements Budget items ordered in the prior FY not

yet paid for.

3.5.4. Establish an upper limit cash balance as the total cash needed to pay all operating

expenses and budgeted Nonappropriated Fund Requirements Budget items due during the

period while maintaining a healthy acid test ratio.

3.5.5. Establish a minimum cash balance (lower limit cash balance) necessary for each

Nonappropriated Fund Instrumentality to cover normal operating costs and to maintain a

minimum acid test ratio. Establish a minimum balance that ensures the acid test ratio stays

above Air Force level as published through the Commander NAF Sustainment Program

discussed in AFMAN34-201.

3.5.6. Recommend revisions to financial goals or plans if projected cash flows do not show

adequate cash to cover normal operations and capital requirements as budgeted.

3.5.7. Must provide cash flow budget to the Nonappropriated Fund Financial Analyst. (T-1)

3.6. The Appropriated Fund Budget. The Resource Management Flight Chief works with

Force Support Squadron management to prepare the appropriated fund budget. Activity Managers

also place budgeted appropriated fund capital assets on the Nonappropriated Fund Requirements

Budget and identify the items for “appropriated fund” purchase. Activity managers, flight chiefs,

the logistics chief, and the resource advisor identify which operational needs and capital

requirements will be purchased with appropriated funds.

3.6.1. The Force Support Squadron submits any capital or operational needs for which

appropriated fund funding is authorized, but unavailable, as unfunded requirements in the

appropriated fund budget. AFI65-106, Appropriated Fund Support of Morale, Welfare, and

Recreation (MWR) and Nonappropriated Fund Instrumentalities (NAFI) provides guidance on

appropriated fund authorizations. Under limited circumstances, the Force Support Squadron

obtains SAF/FMC written approval to use Nonappropriated Funds, when appropriated fund

are not available for an item authorized appropriated fund support (see AFMAN34-201, Use

AFMAN34-209 2 OCTOBER 2019 37

of Nonappropriated Funds and AFI65-106, Appropriated Fund Support of Morale, Welfare,

and Recreation (MWR) and Nonappropriated Fund Instrumentalities (NAFI) for waiver

authorities and appropriated fund authorizations). After obtaining a waiver to fund source from

SAF/FMC, remove the item from the appropriated fund budget and include it on the applicable

Nonappropriated Fund budget. Approvals to use Nonappropriated Funds for purchases and

payments when appropriated funds are not available must be maintained in the Life of the Fund

file and footnoted on the financial statement. (T-1) Follow additional reporting requirements

in accordance AFMAN34-201,Use of Nonappropriated Funds.

3.7. Nonappropriated Fund Vehicle Budget Exhibit. Before the beginning of each FY, the

vehicle control officer prepares a Nonappropriated Fund Vehicle Budget Exhibit. This exhibit

should be prepared in conjunction with the normal actions and deadlines set by the Resource

Management Flight Chief for submitting budgetary documents to the base Nonappropriated Funds

Council. The exhibit is an information item in the base Nonappropriated Fund Council agenda

when submitting activity Nonappropriated Fund Requirements Budgets for approval.

3.7.1. The vehicle control officer obtains a list of all budgeted vehicles from the

Nonappropriated Fund Accounting Office. The data on this list should be for the next fiscal

year. It should identify the activity, type of vehicle budgeted, estimated purchase price and

estimated quarter of purchase. The vehicle control officer ensures all vehicles budgeted by

activity managers have been justified and approved by the Force Support Squadron

commander or director using the guidance in AFMAN34-204, Property Management. If there

is not an approved vehicle authorization, the vehicle control officer works with the applicable

activity manager to prepare the needed justification documentation.

3.7.2. The vehicle control officer uses the information received from the Nonappropriated

Fund Accounting Office to develop a Nonappropriated Fund Vehicle Budget Exhibit. Refer

to the sample at Figure 3.2. At a minimum, the exhibit includes the following:

3.7.2.1. Activities requesting Nonappropriated Fund vehicles.

3.7.2.2. Descriptions for vehicles requested.

3.7.2.3. The quarter in which the vehicle is programmed for purchase.

3.7.2.4. Estimated purchase price for each vehicle.

3.7.2.5. Total dollar amounts for all budgeted vehicles (by quarter and annual total).

3.7.2.6. The total proceeds received from sales of Nonappropriated Fund vehicles during

the previous12 months. Use the 12 months prior to the date the report is prepared.

Annotate which months were used for determining the proceeds from sales of vehicles.

3.7.3. The Nonappropriated Fund vehicle budget exhibit is provided to the Force Support

Squadron commander or director for review and approval and then submitted to the base

Nonappropriated Fund Council as part of all Force Support Nonappropriated Fund Budgets

submitted to the installation commander for approval.

38 AFMAN34-209 2 OCTOBER 2019

Figure 3.2. Sample Nonappropriated Fund Vehicle Budget Exhibit.

3.8. The Lodging Budget. The Lodging Rate Package process drives the Lodging Budget. The

approved rate package budgets serve as the lodging manager’s operational income and expense

budget. No other budgeting is required at installation level. The most current copy of the approved

budgets are available Services Installation Support Portal. AFSVC/FM maintains the approved

Lodging Budgets for all Lodging Nonappropriated Fund Instrumentalities.

3.8.1. Changes to the approved budget must be submitted to Air Force Services Center,

Operations Directorate (AFSVC/SVO) and AFSVC/FM for approval and will be posted to the

above website when approved prior to the beginning of the quarter in which changes occur.

(T-1) Local changes to the approved Lodging Budgets are not authorized. (T-1) AFSVC/FM

must accumulate all changes for incorporation into the next rate package. (T-1)

3.9. Review and Approval Nonappropriated Fund Budgets. All levels of management take

part in the review and approval process once the activity manager completes the budget. If a

Budget Working Committee is established, the committee meets as necessary, to update or revise

the current year Nonappropriated Fund Requirements Budgets. The Force Support Squadron

commander or director determines the make-up of the committee and may rotate it periodically.

3.9.1. Activity Managers. Activity managers may consider variable budgeting as an

optional method of developing meaningful budgets. A variable budget is a series of Income

and Expense budgets for different levels of sales or activity revenue. Activity managers

forward completed budgets to their flight chiefs for review, consolidation and approval.

3.9.2. Flight Chief Review. Flight chiefs review and consolidate the proposed budgets for

activities under their flight. Provide changes to the activity manager. Once the flight chief

concurs with the activity manager's budgets, send the budget files and copies of the budget

supporting documentation to the Resource Management Flight Chief.

3.9.3. Resource Management Flight Chief Responsibilities. The Resource Management

Flight Chief reviews and consolidates (to Nonappropriated Fund Instrumentality level) all

budgets to ensure accuracy. The Resource Management Flight Chief provides the flight chiefs

and activity managers with recommended budget changes.

AFMAN34-209 2 OCTOBER 2019 39

3.9.3.1. Works with the resource advisor or base budget officer to determine if

appropriated fund support is available for Force Support requirements.

3.9.3.2. Consolidates all activity Nonappropriated Fund Requirements Budgets into a

single budget for each Nonappropriated Fund Instrumentality.

3.9.3.3. Consolidates all Income and Expense budgets by each Nonappropriated Fund

Instrumentality.

3.9.3.4. Prepares an annual cash flow budget, with quarterly breakouts, for each

Nonappropriated Fund Instrumentality.

3.9.3.5. Forwards all budgets, individual and consolidated, to the Force Support Squadron

commander or director, or appropriate Civilian Welfare Fund manager, for review and to

prioritize the Nonappropriated Fund Requirements Budget items.

3.9.4. Force Support Squadron Commander or Director Responsibilities. The Force

Support Squadron commander or director:

3.9.4.1. Reviews Income and Expense budgets, including Civilian Welfare Fund and

recommends revisions or corrections to the applicable activity manager.

3.9.4.2. Reviews Nonappropriated Fund Requirements Budget items and sets the budget

priorities for the total Nonappropriated Fund Instrumentality. The Force Support Squadron

commander or director requests the budget working committee, if established, to review

and recommend a priority.

3.9.4.3. Ensures the activity completes appropriate needs assessments and justifications

for the Capital Requirements Budget items as applicable (refer to AFI32-1022, Planning

and Programming of Nonappropriated Fund Facility Construction Projects).

3.9.4.4. Forwards budgets to the Nonappropriated Fund Financial Analyst for review and

comparison to goals. The Nonappropriated Fund Financial Analyst performs a review and

analysis of the budgets, including the Civilian Welfare Fund budgets, and recommends

revisions to the Force Support Squadron commander/director.

3.9.4.5. Forwards completed budgets, except the Civilian Welfare Fund budgets, through

the base Nonappropriated Fund Council, then to the installation commander for approval.

Forward completed Civilian Welfare Fund budgets through the Civilian Welfare Fund

council, then to the installation commander for approval.

3.9.4.6. Reviews and approves the annual Nonappropriated Fund vehicle budget exhibit

and submits it to the base Nonappropriated Fund Council as part of the Nonappropriated

Fund Requirements Budget submission.

3.9.5. Installation Commander. The installation commander approves the completed

budgets for all Nonappropriated Fund Instrumentalities.

3.10. Budget Training. The Resource Management Flight Chief ensures that management

receives budget training. The Nonappropriated Fund Accounting Office and the Nonappropriated

Fund Financial Analyst provide formal training, if needed.

40 AFMAN34-209 2 OCTOBER 2019

Chapter 4

PROPERTY

4.1. Capitalization of Assets:

4.1.1. An asset must be capitalized when the item costs $2,500 or more and has a useful life

of 2 years or more and does not lose its identity through use. (T-1)

4.1.2. When capitalizing Nonappropriated Fund fixed assets, include all related expenses,

such as freight, training, discounts and installation charges. If part of the cost of an asset, such

as kitchen equipment, includes initial training given by a vendor, the cost of training paid to

the vendor should be included in the valuation of the asset. See paragraph 4.1.6. for

information on start-up costs.

4.1.3. The cost and estimated useful life of furniture, equipment and property determines

whether the item is posted as an asset or to an expense account (refer to Table 4.1.).

4.1.4. Where the activity manager and Resource Management Flight Chief determine that the

useful life may be shorter than listed in the table, due to type of use, etc., annotate the

documentation. For expendable items refer to paragraph 4.4.

4.1.5. Other type of assets used in the activity are recorded (for control purposes) with a zero

dollar value. An example would be a pilferable item or an item that has fully depreciated, but

is now considered pilferable.

4.1.6. There are start-up costs that can be capitalized and there are costs that are not capitalized

and considered operating expenses for a Nonappropriated Fund Instrumentality. Examples of

start-up costs that are not capitalized include place settings, napkins, tablecloths, promotional

items, the hourly cost of payroll incurred by training of employees, etc. See Training Aid NA-

31, Accounting for New Facility Start-up Costs, on the Services Installation Support Portal.

4.1.7. Intangible Assets. Intangible assets are generally assets that are not physical assets.

The assets cannot be seen or measured, etc. Examples are copyrights, trademarks, licenses,

initial franchise fees, patents and other similar intangible assets that can be specifically

identified. Intangible assets are recorded in Intangible Assets, general ledger account code

1680000. Record the initial fees of the franchise as an intangible asset (based on the contract

fee) for the life of the contract. The life of the intangible asset is limited to the “legal or

contractual life,” in this case the term of the franchise agreement (refer to Training Aid NA-31

for further details). Royalty and marketing fees paid to the franchisor are operating expenses

and are not capitalized. Once the contract expires, the old asset must be disposed by submitting

AF Form 2534 Nonappropriated Fund Property Disposal/Transfer Receipt Submit a fixed

asset template for the new contract.

AFMAN34-209 2 OCTOBER 2019 41

4.2. Recording Fixed Assets. When making purchases of Nonappropriated Fund capital assets,

the request for purchase and receiving of the asset is made through Internet Based Purchasing

System or a Purchasing Card. Either type of purchase requires the asset to be recorded in Air

Force Services Financial Management System. To record the assets in the Air Force Services

Financial Management System Fixed Asset Module, a Nonappropriated Fund Fixed Asset Form

must be completed and transmitted to the Shared Service Center the following business day upon

receipt of fixed assets (see TA-AFSFMS-15, Fixed Asset Template, for detailed instructions on

how to submit the required form). (T-1) The Shared Service Center will:

4.2.1. Maintain property records on all fixed assets. (T-1)

4.2.2. Process payments to vendors if required. (T-1)

4.2.3. Make asset lists available for inventory purposes. (T-1)

4.3. Acquisition of Fixed Assets. Nonappropriated Fund Instrumentality assets are acquired by

several methods.

4.3.1. Nonappropriated Fund Grant Purchases. Nonappropriated Fund fixed assets

include those purchased with grant funds received from higher headquarters.

4.3.2. Donations. If a Nonappropriated Fund Instrumentality acquires donated property at

no expense from a source other than another Air Force Nonappropriated Fund Instrumentality,

the donor must transfer title to the Nonappropriated Fund Instrumentality. The

Nonappropriated Fund Instrumentality may only accept donations as specified in AFMAN34-

201. The receiving manager, working with the logistics manager, prepares an AF Form 2534,

Nonappropriated Fund Property Disposal/Transfer Receipt to accept a fixed asset donation.

The Resource Management Flight Chief and activity manager may, with the assistance of Air

Force Services Center Budget and Logistics Division (AFSVC/FMB) or other resource,

determine the fair market value of the donation. If the donation has a value of $2,500 or more

and a useful life of two or more years, the Nonappropriated Fund Accounting Office forwards

the fixed asset template electronically to the Shared Service Center to record the asset as

donated equity. (T-1) If additional funds were expended to put the asset in place, such as

freight, that cost would generally reduce the value of the donation as the donated asset must be

recorded no higher than its fair market value unless actual cost exceeds fair market value. The

Nonappropriated Fund Accounting Office will depreciate donations of fixed assets according

to Table 4.2. (T-1)

4.3.3. Inter- and Intra-Nonappropriated Fund Instrumentality Transfers. Any activity

transferring property completes AF Form 2534, Nonappropriated Fund Property

Disposal/Transfer Receipt. Approval required by AFMAN34-204, Property Management is

adequate supporting documentation.

4.3.3.1. Record property items received from, or transferred to, another Air Force

Nonappropriated Fund Instrumentality as a transfer of equity. The Nonappropriated Fund

Accounting Office uses the fair market value of the items transferred as the acquisition

price of the transferred equity.

4.3.3.2. Capitalize items transferred with a value of $2,500 or more, including all

transportation, training, or related charges. These items must have a useful life of two years

or more. Depreciate the asset according to Table 4.2.

42 AFMAN34-209 2 OCTOBER 2019

4.3.3.3. Expense items valued at less than $2,500 or a useful life of less than two years to

the applicable receiving activity. Refer to AFMAN34-204, Property Management for

additional guidance concerning inter- and intra-Nonappropriated Fund Instrumentality

transfers, or TA-AFSFMS-14, NAF Property Disposals and Transfers, and TA-AFSFMS-

15, Fixed Asset Template, on the Services Installation Support Portal for detailed

instructions on making these transfers within the Air Force Services Financial Management

System.

4.3.3.4. Intra-Nonappropriated Fund Instrumentality Transfers. These transfers are

between activities within the same Nonappropriated Fund Instrumentality. The

Nonappropriated Fund Instrumentality prepares an electronic AF Form 2534,

Nonappropriated Fund Property Disposal/Transfer Receipt, and distributes it according to

AFMAN34-204, Property Management. The AF Form 2534, Nonappropriated Fund

Property Disposal/Transfer Receipt will automatically transmit to the Shared Service

Center for processing the transfer in the Air Force Services Financial Management System

Fixed Asset module for the losing and gaining Nonappropriated Fund Instrumentality upon

signature of Resource Management Flight Chief or designee. When transferring between

activities in the Morale, Welfare and Recreation Fund, the full value should be transferred

and depreciation continues with the original amount or what is remaining.

4.3.3.5. Inter-Nonappropriated Fund Instrumentality Transfers on the same

installation. These transfers are between different Nonappropriated Fund

Instrumentalities on the same installation (Morale, Welfare and Recreation and Lodging).

The transferring Nonappropriated Fund Instrumentality prepares an electronic AF Form

2534, Nonappropriated Fund Property Disposal/Transfer Receipt and distributes it

according to AFMAN34-204, Property Management. The AF Form 2534,

Nonappropriated Fund Property Disposal/Transfer Receipt, will automatically transmit to

the Shared Service Center for processing the transfer in the Air Force Services Financial

Management System Fixed Asset module for the losing and gaining Nonappropriated Fund

Instrumentality upon signature of Resource Management Flight Chief or designee. The

gaining Nonappropriated Fund Instrumentality prepares a fixed asset template with the new

value and acquisition date and forwards the form to Nonappropriated Fund Accounting

Office for validation. The Nonappropriated Fund Accounting Office submits the form

electronically to Shared Service Center to record the asset. The Nonappropriated Fund

Accounting Office prepares a cash transfer in Air Force Services Financial Management

System to transfer the funds between the Nonappropriated Fund Instrumentalities.

4.3.3.6. Inter-Nonappropriated Fund Instrumentality Transfers outside the

installation. The gaining installation or paying installation is responsible for generating

an e-mail request to the AFSVA/FMTB, banking@afsv.net. The Bank Products &

Services Branch processes a cash transfer upon receipt of an approved AF Form 2534,

Nonappropriated Fund Property Disposal/Transfer Receipt. The AF Form 2534,

Nonappropriated Fund Property Disposal/Transfer Receipt supports the cash transfer.

AFMAN34-209 2 OCTOBER 2019 43

4.3.4. Nonappropriated Fund Construction. Nonappropriated Fund facility construction

projects or facility renovations are charged to construction-in-progress, general ledger account

code 185XXXX or 180XXXX, based on Internet Based Purchasing System purchase order or

contract, Internet Based Purchasing System receiving reports for goods received or partially

completed construction or paid by Purchasing Card. Construction in progress includes all costs

attributable to an ongoing construction project to include costs of new buildings, renovations

of existing buildings, and fixed assets purchased as part of the project. This includes payments

such as contract progress payments, design costs, project validation assessment, purchases of

equipment items and purchases of supplies, which will not be used until the project is complete.

The Nonappropriated Fund Accounting Office will maintain general ledger account code

185XXXX by Nonappropriated Fund Instrumentality, activity, program, and cost center. The

Nonappropriated Fund Accounting Office will use the activity cost center of the accounting

string to designate the specific project or a separate general ledger account code 185XXXX or

180XXXX.

4.3.4.1. Beneficial Occupancy. The beneficial occupancy date is the date the new or

renovated facility is open for patron use. If the project is not for patron use, the beneficial

occupancy date is the date the structure is used by employees (e.g., golf maintenance

facility) or for its intended purpose (e.g., golf irrigation system). The Force Support

Deputy takes the necessary actions outlined in AFI34-205, Services Nonappropriated Fund

Facility Projects, on the beneficial occupancy date for Nonappropriated Fund funded

projects.

4.3.4.2. The Nonappropriated Fund Accounting Office will maintain a separate project

subsidiary folder for each ongoing project. (T-1) The folder contains copies of all

accounting-related documents pertaining to the project (e.g. contract, modifications,

budget approvals, copies of paid invoices, receiving reports, etc.). In addition to the

detailed supporting documents, the subsidiary must contain a construction summary, which

lists the financial transactions relating to the project. (T-1) As a minimum, the summary

should list each payment, payment date, amount, and the purpose of the payment (e.g.

construction, equipment, bulk purchases, supplies). The Nonappropriated Fund

Accounting Office must reconcile the subsidiary to the general ledger monthly. (T-1) This

summary and the backup documents are used at the end of the project to remove items

from the construction in progress account to the respective general ledger account codes.

4.3.4.3. When starting a new renovation, the Nonappropriated Fund Accounting Office

should review the property list of the respective activity to identify previous renovations in

the same activity. The Resource Management Flight Chief, working with the activity

manager, determines which previous renovations will be substantially changed by the new

renovation. If the renovation description on the property list is unclear, the Resource

Management Flight Chief makes the final determination or changes the property

description to include more descriptive information to better identify the renovation area.

The Resource Management Flight Chief writes off the undepreciated value of a previous

renovation when the new renovation substantially changes the previous one. The

undepreciated value is written-off to the gain or loss on Disposal of Assets accounts in the

benefiting activity (general ledger account code 9130000, Gain or Loss on Disposal of

Assets). See paragraph 4.12. for information on disposal documentation.

44 AFMAN34-209 2 OCTOBER 2019

4.3.4.4. The Resource Management Flight Chief processes appropriate documentation to

move construction costs from general ledger accounts (general ledger account code)

185XXXX or 180000X, to appropriate asset general ledger account codes, within 30 days

of notification of beneficial occupancy of a Nonappropriated Fund facility by the Force

Support Deputy. The Force Support Deputy notifies the Nonappropriated Fund

Accounting Office, in writing, as soon as a project reaches the beneficial occupancy date

using the guidance in AFI34-205, Services Nonappropriated Fund Facility Projects. In

the month the activity begins to use the facility or facility renovation, or otherwise obtains

beneficial occupancy, the Nonappropriated Fund Accounting Office prepares

Nonappropriated Fund fixed asset templates. Transmit the forms to the Shared Service

Center to initiate a transfer from general ledger account code 185000X to the fixed asset

general ledger account code and to the Air Force Services Financial Management System

Fixed Asset Module or expense accounts as applicable. There may be some pending items

requiring additional work. Unless these pending items prevent the use of the facility, the

project is considered 100 percent construction complete. Note: Record installed carpeting

and wall coverings with the building along with the project design and all other related

items attached to the building to general ledger account code 186XXXX, Facilities and

Improvements Nonappropriated Fund.

4.3.4.5. There may be times when a project reaches the beneficial occupancy date but the

Nonappropriated Fund Accounting Office and Shared Service Center has not received all

final bills. Do not delay removing the project from the construction-in-progress account

when final bills have not been received. If the final invoice is received after the activity

begins to use the facility and the project costs have been transferred from general ledger

account code 185XXXX, notify the Shared Service Center of the transaction by e-mail and

forward the final invoice. The NAF AO will transmit the Fixed Asset Adjustment Template

via MyPers to the Shared Service Center and the Shared Service Center will then add and

update the Air Force Services Financial Management System Fixed Asset Module. The

Resource Management Flight Chief must certify the project is correctly transferred from

the construction-in-progress account and recorded to the appropriate asset and expense

account. (T-1) The Resource Management Flight Chief provides the Force Support Deputy

a certification memo and a copy of the general journal detail listing showing the transfer

of the entries from the Construction-in-Progress account to the appropriate accounts.

4.3.4.6. The Force Support Deputy notifies the Resource Management Flight Chief and in

turn the Nonappropriated Fund Accounting Office, in writing, when a project is cancelled

or put on indefinite hold. (T-1) Once notified that a project is cancelled or put on indefinite

hold, the Nonappropriated Fund Accounting Office must remove any project costs from

the construction-in-progress account within 30 days of the written notification. (T-1) If a

project is disapproved for construction after design costs or project validation assessment

(or other similar costs) have been incurred, the Nonappropriated Fund Accounting Office

prepares a general ledger adjustment forms to move the project costs to general ledger

account code 9130000 in the benefitting activity cost center. This transaction is posted as

AFMAN34-209 2 OCTOBER 2019 45

soon as the Resource Management Flight Chief or Nonappropriated Fund Accounting

Office is informed of the project cancellation or disapproval. Force Support Squadron

management must ensure the Resource Management Flight Chief/Nonappropriated Fund

Accounting Office is informed of project cancellations or delays and ensure the

Nonappropriated Fund Accounting Office is informed when the facility or renovation is

put into use. (T-1)

4.3.4.7. Automated Reimbursement Account Small Projects Program Reimbursement.

4.3.4.7.1. Cash Management and Investment Program Reimbursement: For Air Force

Base Capital Improvement Fund projects see paragraph 14.50, on automated

reimbursements and cash transfers. It is important for the Cash Management and

Investment Program technician and the account payable technician to communicate.

Refer to TA-AFSFMS-23, Construction Payment and Reimbursements, for additional

process information. Synchronize the payment and reimbursement, to ensure cash-in-

bank is sufficient to cover daily operating expenses and payroll charges. Ensure the

Nonappropriated Fund Accounting Office coordinates with the Force Support Deputy

and Resource Management Flight Chief on the allocation of funds with AFSVC/SVXF.

This ensures the monies in the Automated Reimbursement Account and the cash

transfer will process. It is best to process the cash transfer the same day as the payment.

If the cash transfer is incorrect or is not processed in a timely manner, it may cause an

overdraft of the cash-in-bank account. The automated reimbursements and remittances

appear in paragraphs 1 and 2 of the daily Cash Management and Investment Program

statement. Record the remittance as a debit to general ledger account code 1010000,

Cash-in-Bank, and a credit to general ledger account code 2810000, Grants-Non-

Operating. Each month the Nonappropriated Fund Accounting Office receives a Cash

Management and Investment Program Automated Reimbursement Account

Capital/Constructions Expenditures Report reflecting the remaining balance on each

outstanding automated reimbursement account project. File this report in the

subsidiary project folder and balance the subsidiary to the general ledger (refer to

Training Aid NA-36).

4.3.4.7.2. Nonappropriated Fund Small Projects Program Construction Contracts

Payment and Reimbursement Procedures. The Shared Service Center Cash

Reconciliation Section will process the general ledger adjustment forms to record the

Cash Management and Investment Program reimbursement as a debit to cash-in-bank

1010000 and a credit to general ledger account code 2810010, Grants Non-Operating

-Small Projects Program. The Nonappropriated Fund Accounting Office may post the

non-operating grant in the applicable activity cost center of the project or in the balance

sheet cost center (0000).

4.4. Acquisition of Expendable Items. The activity marks expendable equipment items for

identification of ownership. Expendable items do not meet fixed asset requirements (see

AFMAN34-204, Property Management for detailed procedures on acquisition of expendable

items).

46 AFMAN34-209 2 OCTOBER 2019

4.4.1. Bulk Supply or Expendable Equipment Purchases. Supplies are items we purchase

that are consumed during use. Examples are staples, copy paper and pencils. They also include

things we use during the course of our business that do not qualify as an equipment item and

in general do not have a useful life of two years or more. Examples are clock radios,

bedspreads, bowling balls, bowling pins, range balls, ski poles, jackets, etc. They may be

purchased in large quantities but do not qualify as an asset because they lose their identity

during use. If purchased in bulk quantities, they are amortized over the period of time they

will remain useful. Bowling pins are usually used over a two-year period so they could be set

up under general ledger account code 1300000, Prepaid Supplies for current year operations

and the second year under general ledger account code 1940000, Long Term-Prepaid

Expenses.

4.4.1.1. Some expendable equipment items can also be posted to general ledger account

code 1710000, Quantity Expendable (Bulk) Equipment Items, depending on the quantity

purchased. They include bulk purchases of like-equipment items. Each item in the bulk

purchase must cost below $2,500 and have a life expectancy of two years or more. The

collective value of the bulk purchase must be $5,000 or more. Amortize these items over

their expected useful life. Examples of these equipment items are electric golf cart

batteries, televisions, microwaves, barstools, mattresses, box springs, curtains, drapes,

carpets, DVD or Blu-ray players, kayaks, skis, chairs, tables, nightstands and headboards.

These items do not lose their identity with use but do not meet the threshold in order to be

capitalized. These items may also be classified as pilferable. Expendable bulk purchases

of like equipment items are recorded as assets and amortized in the Air Force Services

Financial Management System using the appropriate depreciation general ledger account

code. Amortization of bulk purchases are excluded in the calculation of net income

adjusted for depreciation. Unless the asset classifies as pilferable, delete bulk equipment

items when they are fully amortized.(T-1)

4.4.1.2. Both prepaid supplies and expendable equipment can be pilferable. These items

must be identified when purchased so they can be placed on the required pilferable fixed

asset list. (T-1)

4.4.1.3. The Nonappropriated Fund Accounting Office posts the full acquisition cost,

including freight and shipping costs, to non-current assets-quantity expendable (bulk)

equipment items (general ledger account code 171XXXX) and posts monthly amortization

expense (general ledger account code 796XXXX, 797XXXX, 798XXXX, or 799XXXX)

in the operating statement to the benefiting cost center code.

4.4.1.4. The Nonappropriated Fund Accounting Office amortizes these items according to

Table 4.2. for small or light assets. Amortize these purchases in the month following

receipt of the purchase. Exception: If the activity manager determines that the useful life

is lower than the table, use the lower useful life. If the useful life is under two years then

record the bulk purchase as an expense (or a prepaid asset account). These bulk purchased

items will be deleted from the property subsidiary when they are completely amortized

unless they are deemed pilferable.

AFMAN34-209 2 OCTOBER 2019 47

4.4.2. Volume Purchases of High Value Supplies. The Resource Management Flight Chief

may treat certain types of bulk purchases as volume purchases of high value supply items and

Nonappropriated Fund quantity supply-type items. These items do not qualify for the

procedures in paragraph 4.4.1.1. High value supplies are not capitalized. They are recorded

as a pre-paid item and prorated over the life of the item not to exceed 3 years. The expense is

charged to supply expense and not excluded for the Net Income Adjusted for Depreciation

calculation. Large purchases of supply items costing more than $600 with an expected use

period of at least 3 months may be prorated at $200 per month. The Resource Management

Flight Chief, working with the Force Support Commander or Director, should establish a local

policy during the budget process to determine the dollar value for high value supplies

purchased in volume. Examples are stainless steel ware, glassware, linens, glass coffee

pots/servers, irons and ironing boards, bowling pins, other similar supply-type items (See also

AFMAN34-204, Property Management).

4.4.2.1. The activity posts the acquisition costs to short-term or long-term prepaid

expenses (general ledger account code 130XXXX/194XXXX) and posts monthly supply

expense (general ledger account code 720XXXX) in the operating statement to the

benefiting cost center. Items may be prorated for a minimum of 3 months up to a maximum

of three years (one year short-term and two years long-term). Do not exceed the life of the

items in the volume purchase.

4.4.3. Small Value Items. Other expendable items are defined as small purchases of towels,

hand cloths, linens, kitchen utensils, guest checks, accounts receivable statements, expendable

equipment, etc. The activity posts the acquisition cost to short-term or long-term prepaid

expenses (general ledger account code 130XXXX/194XXXX). These items may be prorated

for up to 2 years (1 year short-term and 1 year long-term). Do not exceed the life of the supply.

Post the monthly supply expense (general ledger account code 720XXXX) in the benefiting

cost center. The Resource Management Flight Chief, working with the Force Support

Commander or Director, establishes a local policy on when an activity uses the prepaid asset

account and when the activity directly expenses the purchase. When determining whether you

should post an item in the prepaid expense account, consider such factors as the amount of

revenue earned by the Nonappropriated Fund Instrumentality and the materiality of the

purchase to the Nonappropriated Fund Instrumentality. Apply this policy consistently from

one accounting period to the next. Do not base your decision on the current financial condition

of the activity. (T-1)

4.5. Leases.

4.5.1. A capital lease is based on the concept that a lease transfers substantially all of the

benefits and risk of ownership of equipment to the lessee. The Nonappropriated Fund Capital

Lease Program is available for installations to acquire furniture, fixtures and equipment eligible

for capitalization but not covered by grants or the Base Capital Improvement Fund program.

The lessee records a capital lease as an asset (general ledger account code 1750000, NAF

Capital Lease Asset, for capital leases acquired through the Nonappropriated Fund capital

lease program and general ledger account code 1880000, capital lease, for commercial capital

48 AFMAN34-209 2 OCTOBER 2019

leases acquired through a third party via waiver). If old fixed assets are being traded in to

establish a capital lease, the trade-in value of the old assets must be recorded under general

ledger account code 913, Gain or Loss on Asset Disposal (refer to paragraph 4.11). Record

the value of the capital lease at its original acquisition cost. The lessee amortizes the leases in

a manner similar to depreciating assets. The period of amortization may vary. Amortize a

capital lease over the life of the asset if:

4.5.1.1. The lease transfers ownership to the lessee by the end of the lease term.

4.5.1.2. The lease contains a bargain purchase option.

4.5.1.3. The lease term is 75% or more of the estimated useful life of the leased property,

or at the inception of the lease.

4.5.1.4. The present value of the lease payments is 90% or more of the fair value of the

leased property.

4.5.1.5. The lease is $2,500 or more with a useful life of 2 years or more.

4.5.2. Central Nonappropriated Fund Capital Lease Program.

4.5.2.1. Nonappropriated Fund Instrumentalities will not obtain cash loans, deferred time

payments, lines of credit, or capital leases from commercial or other non-Air Force sources

without prior approval of AFSVC/FM.

4.5.2.2. This program will be operated through the Air Force Financial Management Fund.

The minimum Nonappropriated Fund Capital Lease request is $50,000.

4.5.2.3. All leases under this program will be established with a lease payment of both

principal and interest (interest factor subject to change at the end of the fiscal year–equal

to the interest AFSVC/FM would have earned on invested monies).

4.5.2.4. All leases will be for the estimated useful life of the leased property, as the

ownership of the asset will be transferred from the AFSVC/FM to the applicable

installation Nonappropriated Fund Instrumentality when the asset is purchased.

4.5.2.5. Leases from Air Force Services Center are solely for equipment items: all facility

acquisitions must be processed through the Air Force Base Capital Improvement Fund.

4.5.2.6. AFSVC/FMB will establish lease repayment terms consistent with generally

accepted accounting principles. If the installation cannot meet the monthly payment,

ownership of the asset will revert to the Air Force Services Center and the custodian will

determine appropriate disposition.

4.5.2.7. Monthly lease payments will be made through Cash Management and Investment

Program via cash transfer.

4.5.2.8. To obtain approval for a central Nonappropriated Fund capital lease:

4.5.2.8.1. The Nonappropriated Fund Instrumentality must budget for the lease of the

capital asset to ensure cash flow will sustain the monthly payments. The installation’s

Nonappropriated Fund Council and installation commander must approve the lease

request. Budget associated interest and depreciation expense in the Income and

Expense Budget.

AFMAN34-209 2 OCTOBER 2019 49

4.5.2.8.2. The installation commander, upon receipt of the lease request takes one of

the following actions:

4.5.2.8.2.1. Approves submission of the request if it is determined to be valid.

4.5.2.8.2.2. Disapproves submission of the request in whole or in part and returns

it to the initiator.

4.5.2.8.3. The installation commander submits the request to AFSVC/SVI with a

description of the requirement, justification, funding source, indication of the

Nonappropriated Fund Council’s support, and any additional information that supports

the request as required.

4.5.2.8.4. AFSVC/SVI ensures the package is complete and forwards the coordinated

lease request to AFSVC/FMB. Incomplete packages will be returned to the installation.

4.5.2.8.5. AFSVC/FMB validates the request with input from Air Force Services

Center functional representatives. Valid requests will be forwarded to AFSVC/CC or

Executive Director for decision. Invalid requests will be returned through AFSVC/SVI

to the installation.

4.5.2.8.5.1. If approved by Air Force Services Center, the asset will be purchased

by the Air Force Nonappropriated Funds Purchasing Office for the Air Force

Services Central Fund with delivery instructions to the requesting installation.

Charge the Cost of the asset to the Air Force Services Central Fund.

4.5.2.8.5.2. The installation will prepare the receiving report immediately upon

delivery of the asset. (T-1)

4.5.2.8.5.3. Once notified of receipt AFSVC/FMB will begin to withdraw payment

of principal and interest through Cash Management and Investment Program.

Amounts collected are deposited in the Air Force Services Central Fund.

4.5.3. A third party capital lease (mentioned in paragraph 4.5.1) requires a waiver. (T-1) The

waiver must include an economic analysis showing the third party capital lease is less costly

than acquiring the assets through the Nonappropriated Fund Capital Lease Program. The

installation will submit the waiver and the complete Nonappropriated Fund Capital Lease

package to AFSVC/SVI. (T-1) AFSVC/SVI verifies completeness and forwards to

AFSVC/FMB for evaluation. If further work is required, AFSVC/SVI or AFSVC/FMB will

return the package to the installation; otherwise, AFSVC/FMB will submit to AFSVC/CC or

Executive Director for approval.

4.5.4. An operating lease does not meet any of the four criteria of a capital lease as listed above

in paragraph 4.5.1.1 through 4.5.1.5. The Nonappropriated Fund Accounting Office posts the

cost of an operating lease as rental expense (general ledger account code 7930000), using the

appropriate cost center code when payment is made. Make payments in accordance with the

rental agreement.

50 AFMAN34-209 2 OCTOBER 2019

4.6. Fixed Assets-Appropriated Fund Titled. The activity manager, working with the logistics

manager, may transfer Nonappropriated Fund procured property or facilities to appropriated fund

titled facilities or property for maintenance when allowed by AFMAN34-201, Use of

Nonappropriated Funds and AFI65-106, Appropriated Fund Support of Morale, Welfare,

Recreation (MWR) and Nonappropriated Fund Instrumentalities (NAFI). TheNonappropriated

Fund Accounting Office posts these items in the Nonappropriated Fund property records and

general ledger as Fixed Assets-Account Payable Fund titled (signifies government title (general

ledger account code 183XXXX)). Depreciate them according to Table 4.2. Include the following

footnote in the balance sheet (except for equipment): "The title of real property financed with

nonappropriated funds and reported hereon is vested in the United States Government.” When the

property is equipment, footnote the balance sheet with a statement that the equipment was financed

with Nonappropriated Funds. See AFMAN34-204, Property Management for more information

regarding the master fixed asset listing.

4.7. Horses. Value horses at their purchase price plus transportation and other incidental costs

of taking possession. The useful life guidelines recommended for all stallions, geldings, and mares

regardless of breed is 16 years (through the 15th year of age). Record any foals produced by

breeding as property. Accumulate all costs associated with the pregnancy and birth of foals. If

the aggregate cost of a successful birth reaches $2,500 or more, capitalize the foal and depreciate.

If the aggregate cost of a successful birth is under $2,500, expense to the applicable cost center

code. In this instance, record the foal on the property records with a zero book value for

accountability purposes. In the case of unsuccessful births, expense all related costs.

4.8. General Services Administration Seized Property or Defense Logistics Agency

Disposition Services (formerly Defense Reutilization and Marketing Office). The activity

may incur Nonappropriated Fund costs to acquire General Services Administration seized or

Defense Logistics Agency Disposition Services property; however, the Nonappropriated Fund

Instrumentality does not have title and control of this property. The Nonappropriated Fund

Accounting Office capitalizes acquisition costs of $2,500 or more with a useful life of 2 years or

more for General Services Administration property or property obtained from Defense Logistics

Agency Disposition Services. The Nonappropriated Fund Instrumentality cannot sell or trade

General Services Administration seized property. (T-0) Activity managers must follow

AFMANs34-201, Use of Nonappropriated Funds and 34-204, Property Management when the

property becomes unserviceable or when they no longer need the property. (T-1)

4.8.1. If the item meets the criteria for capitalization, the Nonappropriated Fund Accounting

Office capitalizes the property as Fixed Assets-Account Payable Fund (general ledger account

code 183XXXX). General Services Administration seized or Defense Logistics Agency

Disposition Services obtained property recorded as fixed assets-Nonappropriated Fund

(general ledger account code 181XXXX) should be reclassified to fixed assets-Account

Payable Fund (general ledger account code 183XXXX).

4.8.1.1. Depreciate the item to the activity receiving the benefit of the property.

4.8.1.2. Value the property at zero plus Nonappropriated Fund costs to acquire the

property (such as repair costs, transportation costs, storage fees and so forth).

4.8.1.3. Use Table 4.2. to determine the useful life of the asset.

AFMAN34-209  2 OCTOBER 2019  51 
4.8.1.4.  If  the  acquisition  does  not  meet  the  criteria  for  capitalization,  expense  the 
acquisition costs to the benefiting activity. 
4.8.2.  The Nonappropriated Fund Accounting Office uses the procedures in paragraph 4.12. 
to post the disposition. 
4.8.3.  The  activity  manager,  working  with  the  logistics  manager,  must  mark  all  Defense 
Logistics Agency Disposition Services property to distinguish it from Nonappropriated Fund 
Instrumentality owned (titled) property.  Refer to AFMAN34-204, Property Management to 
account for Defense Logistics Agency Disposition Services property. 
4.9.  Repair of Fixed Assets.    The procedures for capitalizing repairs of fixed assets apply to 
repairs of Nonappropriated Fund-purchased fixed assets, seized equipment (for example, aircraft 
and boats) leased aircraft and Defense Logistics Agency Disposition Services-obtained equipment.  
The Nonappropriated Fund Accounting Office capitalizes repair of any fixed asset when the repair 
costs $2,500 or more.  The repair must extend the useful life of the asset 2 years or more.  If the 
repair does not qualify for capitalization (e.g. yearly vehicle inspections, battery, brake, and tire 
replacements, etc.) post the cost as an expense to the benefiting activity. 
4.10.  Depreciation.    Depreciation accounting distributes the cost or other basic value of tangible 
capital assets over the estimated useful life of such assets in a systematic and rational manner.  
Accounting for depreciation as an expense is an integral part of the accrual basis of accounting.  
Accordingly, all capitalized assets paid for with Nonappropriated Funds are depreciated over the 
expected  useful  lives  of  such  assets  (See  also  AFMAN  34-204,  Property  Management  for 
managing fixed assets).  The activity manager assigns the projected life for a fixed asset based on 
the depreciation table (Table 4.2.).  The Resource Management Flight Chief helps the activity 
manager to determine the projected life.  The Resource Management Flight Chief will establish 
facility depreciation periods according to the depreciation Tables 4.1 and 4.2. (T-1)  If accelerated 
depreciation is required, it can only be accomplished at the beginning of the fiscal year. 
4.10.1.  The  Air Force Services Financial Management System computes depreciation by item 
on a straight-line basis beginning the first month the item is placed into service continuing 
through the month of disposal or month of 100% depreciation. 
4.10.2.  The SSC processes fixed asset template submissions from the Nonappropriated Fund 
Accounting Office for all eligible depreciable items using the projected useful life.  Air Force 
Services Financial Management System will compute depreciation based on the total cost of 
assets to include shipping and freight.  Charge the depreciation expense to the benefiting cost 
center.  Assign periods of projected life based on minimum, midpoint, and maximum ranges 
in Table 4.2.  Although the procedure for assignment of these periods is the same for new, 
used, or repaired property, the life expectancy of used or repaired property shall not normally 
be greater than the midpoint shown in the table.  Establish the periods based on the expected 
useful life as shown in the examples below.  Do not change the periods of projected life during 
the accounting year. (T-0)  The number of periods may need to be changed at the beginning of 
a fiscal year if enough evidence exists to show that the life expectancy has changed.  Do not 
make these changes retroactively.  Submit a Nonappropriated Fund Fixed Asset Adjustment 
Form to the SSC in accordance with end-of-year closeout procedures and October End of 
Month closeout timelines.  The SSC will process the necessary changes after closeout but 
before the new fiscal year depreciation starts to run. 

52 AFMAN34-209 2 OCTOBER 2019

4.10.2.1. Establish depreciation periods in increments of 12-month periods.

4.10.2.2. Charge depreciation to the benefiting cost center.

4.10.2.3. In a lodging fund, distribute depreciation to the benefiting cost center.

4.10.2.4. Do not charge depreciation to a Nonappropriated Fund Instrumentality or activity

administrative cost center code except when one of the following situations applies:

4.10.2.4.1. The operation's business office physically uses the property.

4.10.2.4.2. More than one cost center uses the property. An example is a general-

purpose vehicle used by a club.

4.10.2.4.3. Depreciation expense for Nonappropriated Fund capital assets transferred

to Account Payable Fund records for maintenance or other support continue to be

depreciated until the assets are fully depreciated. Post the depreciation expense in the

transferring activity's cost center.

4.11. Trade-in of Assets. When assets are traded in, the disposition of the old asset is treated

like a sale using the normal process. Post the newly acquired asset at its full cost (before trade-

in). Post the trade-in value in the general ledger account code 9130000, Gain or Loss on Disposal

of Assets. The trade-in value of an old asset does not affect the acquisition value of the new

equipment listed in the property sub-system. The Force Support Commander or Director approves

trade-in of fixed assets. Do not trade-in assets transferred to appropriated fund records. For

additional guidance, see paragraph 4.12. of this AFMAN and AFMAN34-204, Property

Management for managing, controlling, and disposing of Nonappropriated Fund and Defense

Logistics Agency Disposition Services property.

4.12. Disposition of Assets. The accounting procedures for disposing of Nonappropriated Fund

property contained in this AFMAN apply to all assets including those acquired by transfer or

donation (unless there is an exception stated in this chapter). See AFMAN34-204, Property

Management for detailed instructions when disposing of assets.

4.12.1. Write off related renovations when an activity disposes of a facility. Complete AF

Form 2534, Nonappropriated Fund Property Disposal Transfer Receipt and transmit to the

Shared Service Center to write off the assets.

4.12.2. Upon receipt of the AF Form 2534, Nonappropriated Fund Property

Disposal/Transfer Receipt the Shared Service Center posts the disposition in the property

subsidiaries and general ledger records.

4.13. Nonappropriated Fund Fixed Assets Inventory. As a minimum, activities must conduct

a physical inventory of Nonappropriated Fund fixed assets at least once during each fiscal year.

Personnel from activities, other than the activity being inventoried, observe activity personnel as

they take the impartial physical inventory. See AFMAN34-204, Property Management for fixed

asset inventory requirements, procedures and individual responsibilities.

AFMAN34-209 2 OCTOBER 2019 53

4.14. Insurance Claims. The Air Force Services Center Plans and Force Management

Directorate, Human Resources and Benefits Division (AFSVC/SVXH), will settle claims for

insured assets destroyed or damaged. Once AFSVC/SVXH settles the claim, the Nonappropriated

Fund Accounting Office adjusts the affected accounts using the fixed asset templates. Claim

settlements do not exceed the acquisition value less accumulated depreciation of the property

destroyed (book value). Reference AFMAN34-202, Protecting Nonappropriated Fund Assets.

Report a Gain or Loss when:

4.14.1. The asset is damaged and repaired. If the asset is repaired with insurance proceeds, no

entry is made to accounting records. Record the cost of the repair as a receivable; when the

funds are received, ensure the receivable is cleared.

4.14.1.1. If the asset’s fair market value is reduced even after it is repaired, record the

decrease in value to general ledger account code 9130000, Gain or Loss on the Disposal of

Assets. Reduce the asset on the fixed asset module by the amount of the decrease in fair

market value and depreciate it over its remaining useful life.

4.14.1.2. If insurance proceeds are more or less than the cost of the repair, record the

difference as miscellaneous income or expense.

4.14.2. The asset is damaged and not repaired. Reduce the value of the asset to its fair market

value on the fixed asset module and depreciate it over its remaining useful life. Record the

decrease in fair market value, net of any insurance reimbursement as a Gain or Loss on the

Disposal of Assets.

4.14.3. The asset is a total loss. Remove it from the fixed asset module and report the net book

value of the asset, net of any insurance reimbursement as a Gain or Loss on the Disposal of

Assets. Record the purchase of the replacement asset the same as the purchase of any other

asset.

4.15. Nonappropriated Fund Labor Costs Incurred During Self-Help Renovation Projects:

4.15.1. Capitalizing Nonappropriated Fund labor as part of the total project cost for self-help

renovation projects must meet the following criteria:

4.15.1.1. The total NAF funds spent on the project (including Nonappropriated Fund

labor) must be $2,500 or more and the construction and renovation must have a useful life

of 2 years or more. Air Force Services Center commander approves, in writing, requests

to complete self-help projects with a total cost of $200,000 or over. Include a breakout of

all the estimated costs and a justification for the project.

4.15.1.2. The installation civil engineers must approve the self-help project (approved

work order, AF Form 332, Base Civil Engineer Work Request, and other approvals as

required by AFI32-1022, Planning and Programming of Nonappropriated Fund Facility

Construction Projects).

4.15.1.3. Nonappropriated Fund labor costs must be material (i.e., significant) in

relationship to the total project cost. The costs to capture the information accurately should

not outweigh the benefits received.

54 AFMAN34-209 2 OCTOBER 2019

4.15.1.4. Capitalize only those Nonappropriated Fund labor costs directly related to the

project. For example, capitalize labor costs for carpenters, electricians and laborers, but

do not capitalize support staff such as accounting and administrative support as these costs

were not direct costs in constructing the asset.

4.15.1.5. Do not include fixed overhead costs unless they are increased because of the

construction and renovation. Do not capitalize management salaries unless this expense

increases because of the construction of the asset.

4.15.1.6. Do not apply this policy to instances where appropriated funds are authorized to

complete the project. (T-1) Follow the guidance in AFI32-1022, Planning and

Programming of Nonappropriated Fund Facility Construction Projects and AFI65-106,

Appropriated Fund Support of Morale, Welfare, and Recreation (MWR) and

Nonappropriated Fund Instrumentalities (NAFI) to determine whether the project is

authorized account payable fund support or not.

4.15.1.7. Nonappropriated Fund employees allowed to work on construction or renovation

projects must work within the scope of their authorized position guides and descriptions.

4.15.2. Follow these procedures to control and account for self-help renovation projects:

4.15.2.1. The activity manager includes the project (total cost including Nonappropriated

Fund labor) on the capital requirements budgets according to Chapter 3. Total

Nonappropriated Fund labor cost includes hours worked times the rate of pay adjusted for

any differentials, overtime, premiums, plus all applicable benefits (retirement, employer's

share of Federal Insurance Contributions Act (FICA), insurance, workers compensation,

and so on).

4.15.2.2. The activity manager forwards a request to the Resource Management Flight

Chief before the project starts. Include any AF Forms 9, Request for Purchase, for

materials; individual service contracts and an estimate of the total Nonappropriated Fund

labor cost (include employees' names for accountability purposes). Attach the approved

work order from the installation civilian engineers. Annotate the work order number on

all documentation relating to this project.

4.15.2.3. The Resource Management Flight Chief will establish a project folder for each

self-help project to track the obligation and expenditure of funds. (T-1)

4.15.2.4. The activity manager tracks and captures the Nonappropriated Fund labor costs.

At the end of each month, forward a labor transfer memorandum to the Resource

Management Flight Chief. The manager's signature on the labor memorandum certifies

that the hours annotated were worked directly in support of the project involved.

4.15.2.5. The Nonappropriated Fund Accounting Office does not reduce the applicable

personnel expense general ledger account codes by the amount of the labor transfer.

Instead, credit the personnel expense-self help projects contra account (general ledger

account code 6800000, Self-Help Labor-Contra) for the amount of the labor transfer and

debit construction-in-progress (general ledger account code 185XXXX). Use the cost

center code of the activity where the employee is originally assigned. The credit to general

ledger account code 6800000 offsets the personnel expense remaining in the personnel

AFMAN34-209 2 OCTOBER 2019 55

expense general ledger account codes. If an employee works on a project for another

Nonappropriated Fund Instrumentality, process a dollar transfer of funds.

4.16. Aero Clubs. The Nonappropriated Fund Accounting Office accrues the anticipated engine

overhaul or replacement cost monthly. Nonappropriated Fund Accounting Offices should also

establish accruals in Aero Clubs for any other planned major maintenance such as repainting

aircraft.

4.16.1. To account for accrued maintenance, the Nonappropriated Fund Accounting Office

will keep two separate subsidiary ledgers, one for engine overhaul and one for other planned

maintenance. (T-1) For engine overhauls, the Nonappropriated Fund Accounting Office sets

up the accrued maintenance as a debit to general ledger account code 1790001, Fixed Assets

in Transit-Vehicles and Aircraft and a credit to general ledger account code 2490000, Other

Payables under the specific Aero Club cost center. For any other planned maintenance, the

Nonappropriated Fund Accounting Office sets up the accrued maintenances as a debit to

general ledger account code 7230000, Maintenance and Repair- Fund Owned or general ledger

account code 7240000, Maintenance and Repair- Non-Fund Owned and a credit to general

ledger account code 2490000, Other Payables under the specific Aero Club cost center. Setting

aside accruals minimizes the impact of a major maintenance expense to the Club. Ensure

accruals are included in the Nonappropriated Fund budget process and the Nonappropriated

Fund Instrumentality is healthy enough to absorb these maintenance accruals.

4.16.2. The Nonappropriated Fund Accounting Office sets up capital improvements made to

an aircraft in the fixed asset system as a repair. The repair should include adequate

descriptions, serial numbers, etc., to enable identification of the improvement. The fixed asset

system will separately identify the addition to the original aircraft as part of that aircraft.

4.17. Grants. When the installation receives grant funds to acquire fixed assets, facilities,

livestock, etc., refer to paragraph 5.31.

56 AFMAN34-209 2 OCTOBER 2019

Table 4.1. Criteria for Capitalizing Purchases.

If purchased

goods are:

and cost of each

individual item is:

and they have a

useful life of:

then record as:

Furniture and

Equipment

less than $2,500

N/A

Expense

$2,500 or more

Less than 2 years

Expense

$2,500 or more

2 years or more

Asset and Deprecate over its

useful life.

Facilities

less than $2,500

N/A

Expense

$2,500 or more

Less than 2 years

Expense

$2,500 or more

2 years or more

Asset and Deprecate over its

useful life.

If repairs are to:

and cost is:

and they will

extend the useful

life by:

then record as:

Fixed Assets -

Furniture and

Equipment

less than $2,500

N/A

Expense

$2,500 or more

Less than 2 years

Expense

$2,500 or more

2 years or more

Asset and Deprecate over its

useful life.

Fixed Assets -

Facilities

less than $2,500

N/A

Expense

$2,500 or more

Less than 2 years

Expense

$2,500 or more

2 years or more

Asset and Deprecate over its

useful life.

If purchased

goods are:

and cost of each

individual item is:

the entire

purchase cost is

and they have a

useful life of:

then

record

as:

Bulk purchase of

less than $2,500

less than $5,000

N/A

Expense

$5,000 or more

Less than 2 years

Expense

$5,000 or more

2 years or more

as a

bulk

purchas

e asset

and

amortize

over

useful

life

NTE 7

years.

AFMAN34-209 2 OCTOBER 2019 57

Table 4.2. Depreciation/Amortization Rate Schedules.

FURNITURE AND EQUIPMENT

Life Expectancy in Years

Fixed Assets

Lower

Limit

Midpoint

Upper

Limit

Furniture and equipment includes those items that are not structural

components

of a building. Does not include communications equipment

that is included in other

classes. This list is not all-inclusive and the life expectancies are suggestions. Sound

judgment must be applied based on manufacturer and historical information when

determining useful life.

Small or light: Outdoor furniture, computers, laptops,

software, canopies, pool umbrellas, installed wall hand dryers,

portable air conditioners, rugs, rug shampooer,

buffer, bar

glass washer, liquor scales, bus carts, dish trucks, televisions,

chairs, tables, moveable carpets, wall-paper, office desks, book

shelves, metal office

chairs, file cabinets, light fixtures, Sumo

wrestling suits, bouncers, etc.

Medium: Wall mirrors, room dividers, bar stools,

upholstered

chairs and sofa, stereo systems, beer coolers,

cash registers,

coffee urns, bun warmers, ice cream cabinets, pizza ovens,

microwave

ovens, deep fat fryer, grills, fans, ladders, ice

makers, juke boxes, portable

bars, trophy display cabinets,

vehicles, back hoes, snow blowers, etc.

Heavy: Pianos, wall, front bars, reach-in refrigerators or

freezers, public address systems, ranges, broilers, dishwashers,

oven mixer, steam kettles, meat slicers, storage cabinets, steam

tables, stainless steel work tables, service stands, sinks, safes,

vending machines, food waste disposals, installed resale

fixtures, portable sheds, wooden and dry storage racks, etc.

Aero club assets:

Aircraft*

Aircraft engine overhauls/replacements

Avionics

Painting aircraft

Aircraft interior replacement

Telephone systems

*Note: For an Appropriated Fund loaned aircraft, be prudent when applying useful life as

these aircraft cannot be sold through Nonappropriated Fund procedures and improvements will

remain with aircraft when they become excess.

Information systems: Includes computers and their peripheral equipment

used in

administering normal business transactions and the maintenance of

business records,

their retrieval and analysis. Information systems are

defined as:

58 AFMAN34-209 2 OCTOBER 2019

FURNITURE AND EQUIPMENT

Life Expectancy in Years

Fixed Assets

Lower

Limit

Midpoint

Upper

Limit

Systems. Computer systems usually consist of a central server

unit containing extensive storage, logic, arithmetic, and

control capabilities. Excluded from this category are portable

cash registers not affiliated with point of sale, electronic desk

calculators, etc.

Peripheral equipment. Consists of the auxiliary machines that

may be placed under control of the central server unit.

Peripheral equipment may be used on-line or off-line.

Computer Software. In general there are 2 types of software: 1)

systems software (also called operating systems) which interpret

and execute commands, manage and process disk files and

oversees and communicates w/the peripherals. Examples are

MS-DOS and UNIX. 2) Application software is a broad range

of software used for specific purposes like word processing,

database management, spreadsheets, etc. The majority of

software falls into this category. Examples are: Enable, Lotus

123, Harvard Graphics.

Data handling equipment, except computers. Includes

typewriters, calculators, adding and accounting machines,

copiers and duplicating equipment.

Land improvement. Includes improvements directly to, or added

to, land provided such improvements are depreciable. Examples

of such assets might include sprinkler systems, sidewalks, roads,

canals, waterways, drainage, facilities, sewers, wharves and

docks, bridges, fences, landscaping, shrubbery, or radio and

televisions transmitting towers. Does not include land

improvements that are included in any other class, buildings and

structural components. Excludes initial clearing and grading

land improvements.

Vehicles. Forms of transportation used in the course of daily business or for pleasure

such as automobiles and golf carts:

Automobiles

Buses

Light general purpose trucks. Includes trucks for use over the

road (actual unloaded weight less than 13,000 pounds)

Heavy general purpose trucks. Includes heavy general purpose

trucks, concrete ready-mix truckers, and ore trucks, for use over

the road (actual unloaded weight 13,000 pounds or more)

Tractor units for use over the road

AFMAN34-209 2 OCTOBER 2019 59

FURNITURE AND EQUIPMENT

Life Expectancy in Years

Fixed Assets

Lower

Limit

Midpoint

Upper

Limit

Trailer and trailer-mounted containers

Golf carts/mowers

Water craft: Forms of transportation and working vessels and pleasure craft of lakes,

seas and oceans

Small (under 28 feet)

Large (28 feet and over)

Vessels, barges, tugs and similar water transportation equipment

Facility and Renovations

Life Expectancy in Years

Facility Property Class

Lower Limit

Upper Limit

Buildings and structures. This relates to the erection, installation and assembly of a new

facility for the following categories. Costs associated with alterations. Additions and

renovations of projects will be depreciated over the expected life of the improvement.

Facilities costing less than $1,000 and expected life of 2 years or less will be expenses.

Permanent - The Resource Management Flight Chief and

Civil Engineer set the life expectancy

Semi-permanent

Temporary

Leasehold Improvements. Includes costs of approved

renovation of leasehold improvement.

Real Property Installed Equipment. Those items of

government-owned or leased accessory equipment, apparatus

and fixtures that are essential to the function of the real

property and are permanently attached or integrated to the

government-owned or leased property.

Horses

Life Expectancy in Years

Fixed Assets

Age of Animals

Remaining

Years Useful

Life

Animals: For example, horses used for trail rides and riding

lessons.

6 or under

Horses - stallions, geldings and mares of all breeds

60 AFMAN34-209 2 OCTOBER 2019

FURNITURE AND EQUIPMENT

Life Expectancy in Years

Fixed Assets

Lower

Limit

Midpoint

Upper

Limit

14 or over

AFMAN34-209 2 OCTOBER 2019 61

Chapter 5

REVENUE TRANSACTIONS AND PROMOTIONAL PROCESSING

5.1. Revenue Processing. Activities prepare AF Form 1875A, Nonappropriated Fund

Individual Cashier’s Report, to provide accountability for individual cashiers. Activities prepare

AF Form 1876, Nonappropriated Fund Consolidated Cost Center Report, or approved Point of

Sale AF Form 1876, Nonappropriated Fund Consolidated Cost Center Report to report deposits

and consolidated income to the Nonappropriated Fund Accounting Office. Print the form

generated in the Nonappropriated Fund Data Interface System or point of sale. The activity

manager, or designee, signs as approver on the printed AF Form 1876, Nonappropriated Fund

Consolidated Cost Center Report Transmit the AF Form 1876 Nonappropriated Fund

Consolidated Cost Center Report according to TA-AFSFMS-08, 1876 Processing Using NAFDIS,

for entry into the accounting records and keep one signed copy in the activity. The Central Cashier

posts deposit transactions on the AF Form 1877, Nonappropriated Fund Central Cashier Control

Log, transmits according to TA-AFSFMS-09, Creating the NAF Central Cashier Control Log. In

the process, the Nonappropriated Fund Accounting Office is responsible to:

5.1.1. Maintain Account Receivable subsidiary records as determined locally. Some

subsidiaries will be maintained by activities while others remain a Nonappropriated Fund

Accounting Office responsibility. The Nonappropriated Fund Accounting Office will maintain

all end of month supporting documents for all subsidiaries. (T-1)

5.1.2. Prepare accounts receivable schedules to support the financial statement as required.

(T-1)

5.1.3. Receive AF Forms 1876, Nonappropriated Fund Consolidated Cost Center Report and

related AF Form 1875A, Nonappropriated Fund Individual Cashier’s Report with supporting

documentation from activities for retention in accordance with the Air Force Records

Information Management System tables and rules. (T-1)

5.1.4. Receive banquet, party or special function forms. (T-1) See TA-08, Processing and

Accounting for Special Functions for specific details on reporting criteria.

5.2. Individual Cashier’s Reports and Consolidated Cost Center Reports. Activity

managers control these reports according to AFMAN34-202, Protecting Nonappropriated Fund

Assets. The activity manager or designee accumulates individual cashier’s reports and supporting

documents. Send the documentation to the Nonappropriated Fund Accounting Office for filing on

the agreed time schedule. The activity manager and resource management flight chief may agree

the activity retain AF Forms 1875A, Nonappropriated Fund Individual Cashier’s Report and

supporting documents for a given period (for example, 1 week, 1 month, or a 3-month period). At

the end of the designated period, the activity sends the documents to the Nonappropriated Fund

Accounting Office for filing. The Resource Management Flight Chief documents the agreement.

Both the activity and the Nonappropriated Fund Accounting Office keep a copy of this agreement

on file. The Nonappropriated Fund Accounting Office maintains their copy in the Life-of-the-

Fund file. The Nonappropriated Fund Accounting Office is the office of record for all source

documents.

62 AFMAN34-209 2 OCTOBER 2019

5.3. Deposit Slips. The Nonappropriated Fund Accounting Office receives deposit slips

(validated and invalidated) to validate deposits reported through the NAFDIS Form 1877. If the

Nonappropriated Fund Accounting Office receives an invalidated deposit slip, suspense it until the

bank sends a validated copy. The Nonappropriated Fund Accounting Office should receive the

validated deposit slip within 3 days after the day of business. Immediately notify the Resource

Management Flight Chief or office manager of any variances between the suspense deposit slip

and the validated deposit slip when received. (T-1)

5.3.1. The Air Force Services Center, Financial Management and Comptroller Directorate,

Treasury Division (AFSVC/FMT) will compare the cash deposit amount reported on the

NAFDIS 1877 to the actual deposit reported by the depository bank. Any differences are

referred to as a deposit validation error adjustment. AFSVC/FM provides the deposit

validation report monthly to installations and the Shared Service Center and banking will post

the deposit validation adjustment to the base Cash Management and Investment Program

MWR account. Installations should contact AFSVC/FM with information related to the

deposit validation error and provide applicable line of accounting to Shared Service Center

cash reconciliation for valid deposit validation adjustments.

5.3.2. The Shared Service Center will record deposit validation adjustments reflected on Cash

Management and Investment Program in the month following the error to the applicable line

of accounting.

5.3.3. The Nonappropriated Fund Accounting Office is responsible for researching and

clearing deposit validation errors, and providing the proper Line of Accounting to Shared

Service Center cash reconciliation. If deposit validation errors are significant enough to

require correction in the current month, contact Shared Service Center cash reconciliation to

make the adjustment.

5.4. Credit Card Deposits. The Nonappropriated Fund Accounting Office receives the end-of-

day settlement reports from credit card terminals or Point of Sale systems for each day’s business

through the central cashier deposit transactions. The activity reports the amount of the credit card

deposit through the NAFDIS 1876. The amount reported should agree to the credit card terminal

settlement reports. The current nonappropriated fund merchant processor, automatically deposits

daily receipts based on the data received from the credit card terminals. If the deposits do not

match the amount recorded on the AF Form 1876, the difference will be recorded in general ledger

account code 7920001, Cash Variance. AFSVC/FM posts the funds received from the merchant

processor to each applicable Nonappropriated Fund Instrumentality bank account identified by

individual merchant number. The Nonappropriated Fund Accounting Office is responsible for

clearing transactions posted to general ledger account code 7920001. Prior to closing the general

ledger each month The Shared Service Center will move any remaining balance in general ledger

account code 7920001, Cash Variance, to general ledger account code 1140060, on the 7th

workday after end-of-month.

AFMAN34-209 2 OCTOBER 2019 63

5.5. Bank Fees and Charges. The Shared Service Center posts bank fees and charges to the

Nonappropriated Fund Instrumentalities administration cost center. This includes fees for deposit

bags, keys, re-presented checks, and deposit slips. It also includes fees paid for armored car

service, which are posted by the Nonappropriated Fund Accounting Office. Merchant discount

rates paid to credit card contractors are posted to the applicable activity’s benefiting cost center

based on the merchant code being assessed a fee for the credit transactions made on the specific

terminal in general ledger account code 7190000, Credit Card Expenses.

5.6. Special Function Gratuities. The membership and community services support flight chief

will develop a local operating instruction on the treatment of special function gratuities in

Nonappropriated Fund activities. (T-1) In the operating instructions, establish the percent of the

gratuity, if any, an employee working the function receives. Ensure this percent is consistent for

all Nonappropriated Fund activities. The activity posts the earned gratuities to the employees’ pay

using the AF Labor Management System on individual time sheets.

5.7. Accountability Using Point of Sale System. Activities using Point of Sale systems that

provide individual cashier accountability do not have to use an AF Form 1875A, Nonappropriated

Fund Individual Cashier’s Report except to maintain a daily log of change funds issued to cashiers

and total funds turned in by each cashier. Cashiers sign the AF Form 1875A, Nonappropriated

Fund Individual Cashier’s Report for change funds received and the manager or other authorized

designee and signs for all cash turned in at the end of each shift. The manager or designee takes

the register readings daily and determines each cashier’s accountability.

5.8. Unearned Income. This is income received but not earned by an activity until a later period,

such as advance dues, annual green fees, gift certificates, etc. Unearned income is not applicable

for use by base restaurant funds. (T-1) There are three types of unearned income; general ledger

account code 232XXXX, Unearned Income with Defined Periods, general ledger account code

233XXXX, Unearned Income without Defined Periods, and general ledger account code

234XXXX, Unearned Income Gift Certificates. The installation activity is responsible of

maintaining customer subsidiaries for each type of unearned income and the backup

documentation. (T-1) The activity manager or the Nonappropriated Fund Accounting Office is

responsible for the end of month reconciliation and certification of unearned income as determined

locally.

5.8.1. Unearned Income with Defined Period. General ledger account code 232XXXX is

used for income received but not earned until a later period, and the periods are known at the

time of the transaction (e.g., annual green fees). The Air Force Services Financial Management

System manages the unearned income with defined period subsidiary by transferring the

income to the proper revenue account when it is earned. The Nonappropriated Fund

Accounting Office, in coordination with the activity manager, is responsible for reconciling

the subsidiary accounts against the information in Air Force Services Financial Management

System. (T-1)

64 AFMAN34-209 2 OCTOBER 2019

5.8.2. Unearned Income without Defined Period. General ledger account code 233XXXX

is used for income received but not earned until a future period, which is unknown at the time

of receipt (e.g., commercial sponsorship, fund-raising events, etc.). The activity is responsible

for maintaining the subsidiary information. The Nonappropriated Fund Accounting Office

coordinates with the activity managers to determine when the income are earned and transfer

of funds from the unearned income account to the proper revenue account. The

Nonappropriated Fund Accounting Office, in coordination with the activity manager, is

responsible in the reconciliation of this account. (T-1)

5.8.3. Unearned Income–Gift Certificates. General ledger account code 234XXXX

includes gift certificates sold to customers in all activities except name brand food facilities.

Installations may use self-developed subsidiary worksheets, automated subsidiaries, or Point

of Sale subsidiary to track this type of unearned income. The activity is responsible for

maintaining the subsidiary information. The Nonappropriated Fund Accounting Office with

the coordination of the activity manager determines when the income is earned and transferred

from the unearned income account to the proper revenue account. The Nonappropriated Fund

Accounting Office is responsible for reconciling and ensuring that the general ledger

adjustment forms are accomplished for the income earned within the month. (T-1)

5.9. Cash Refunds. Cash refunds shall not be approved without validation of the corresponding

sale amount rung into the cash register or Point of Sale. (T-1) Activity managers only approve

refunds that include complete customer identification (name, address and telephone number) and

signature. Activity managers ensure all cash refunds are documented on AF Form 1401, AF petty

and refund voucher, or in the case of lodging, use system generated refund vouchers. Attach the

original refund voucher with the original sales slip (when available) to the AF Form 1875A,

Nonappropriated Fund Individual Cashier’s Report or the automated 1875A, Nonappropriated

Fund Individual Cashier’s Report when funds are turned in at end of shift. The activity reports

cash refund made from receipts as a separate line item in the accountability section of AF Forms

1875 and 1876, Nonappropriated Fund Consolidated Cost Center Report. Post the refund as a

decrease to the appropriate income account and to cash-in-bank. Refer to AFMAN34-202,

Protecting Nonappropriated Fund Assets for refund authority.

5.10. Credit Card Refunds. Do not approve credit card refunds without validation of the

corresponding credit transaction processed by the credit card terminal or rung into the cash register

or Point of Sale. Use of the credit card swipe terminal must always be accompanied by an entry

into the cash register or Point of Sale to avoid any shortages for that business day. (T-1) The

amount of the refund cannot exceed the amount shown as the total on the original sales receipt.

The installation activity should not give cash (or cash equivalent) refunds to a customer in

connection with a credit card transaction, unless required by law or permitted by the payment brand

rules (credit card acceptance guidelines). (T-0) The installation activity shall not split a refund

disbursement into multiple transactions unless the original sales receipt is presented as such. (T-

1) Post the refund as a decrease to the appropriate income account and to commercial charges.

5.11. Returned Checks. Refer to paragraph 6.23.1. for instructions on recording returned

checks, including Nonappropriated Fund and bank service charges.

AFMAN34-209 2 OCTOBER 2019 65

5.12. Promotions. When Force Support opens an entertainment or promotional event to the

entire base, the Nonappropriated Fund Accounting Office and activities post the expense and

revenue to a miscellaneous cost center code (12XX as applicable). The activity posts expenses for

goods and supplies only when specifically advertised in connection with a promotion, or the item

is used during a free program. In a membership activity, when the activity opens the entertainment

or promotional event to the entire membership, the expense is posted to the activity's

administration cost center code unless another cost center code is specified to be used. The activity

may transfer labor expense specifically scheduled and used in conjunction with the promotional

or giveaway event. Examples are club membership night and child development center’s open

house. Use AF Form 2533, Nonappropriated Fund Transfer Between Cost Centers, or automated

order entry register to document cost of goods or services transferred. Record the cost of

entertainment or promotion to the activity receiving the benefit. The Nonappropriated Fund

Accounting Office submits the transfer between cost centers by processing a general ledger

adjustment forms using NAFDIS (refer to TA-AFSFMS-13, transfer between cost centers and

Nonappropriated Fund labor transfer form).

5.13. Cash Overages and Shortages. Account for cash overages and shortages in the

appropriate cost center that incurred the overage or shortage in general ledger account code

7920000, cash shortage or overage. The activity manager reports and monitors overages and

shortages according to AFMAN34-202, Protecting Nonappropriated Fund Assets.

5.14. Petty Cash Purchases From Change Funds/Receipts. The activity reports purchases

made from change funds and receipts as a separate line item in the accountability section of AF

Forms 1875A, Nonappropriated Fund Individual Cashier’s Report and AF Form 1876,

Nonappropriated Fund Consolidated Cost Center Report. Post the purchase to the appropriate

expense account and decrease to cash-in-bank. Refer to AFMAN34-202 Protecting

Nonappropriated Fund Assets for procedures and authority.

5.15. Monte Carlo Night. The Nonappropriated Fund Accounting Office accounts for Monte

Carlo Night as a resale operation.

5.16. Interest. AFSVC/FM provides the interest rate paid on all cash within the Cash

Management and Investment Program and the amount of any end of year declared dividend. The

Shared Service Center posts interest income in the applicable Nonappropriated Fund

Instrumentalities administration cost center code in general ledger account code 8040000, interest

income.

5.17. Army and Air Force Exchange Service (AAFES) Support. The Air Force Services

Central Fund earns AAFES dividends corporately. The central dividends are allocated to

installations based on an Air Force approved method. AFSVC/FM distributes the allocation

amounts monthly, based on the AAFES revenues of two months prior. Air Force Services Central

Fund distributes the allocations monthly through Cash Management and Investment Program. The

Shared Service Center records the allocations as a debit to cash in bank and a credit to general

ledger account code 8050000, Allocations-Base Level Dividends.

5.18. Operating Subsidies. The Nonappropriated Fund Accounting Office posts subsidies

through the Shared Service Center from foreign governments as non-operating income in the

applicable cost center to general ledger account code 855XXXX, Operating Subsidies. Post the

associated expense to the same applicable cost center.

66 AFMAN34-209 2 OCTOBER 2019

5.19. Foreign Currency. Overseas Nonappropriated Fund activities involved in

accommodation exchange services shall sell and repurchase local foreign currency at rates, which

are no more advantageous to the customer than the rates offered by the contracted Military Banking

Facility (MBF). Treasury banking notifies installations of the current rates via fax or email.

5.19.1. Accommodation Sales. Local currency change funds will be held to a minimum

level commensurate to meet business activity. Nonappropriated Fund Instrumentalities shall

not engage in any foreign currency speculations. (T-0)

5.19.2. Local currency reconversion sales are repriced daily to reflect the current purchase

rate. Foreign currency change funds will be revalued to the current rate for balance sheet

purposes at the end of each month. Compute the gain or loss on foreign currency on hand at

the beginning of each business day based on changes between the prior and current day’s

wholesale rates. Profit on the sale is the difference between the purchase (wholesale) rate and

the selling (accommodation) rate.

5.19.3. Prepare and submit and AF Forms 1876, Nonappropriated Fund Consolidated Cost

Center Report and disbursement request, on the above transactions as applicable to the Shared

Service Center via NAFDIS.

5.19.4. Accounts Payable. Once an activity completes the receiving report, Air Force

Services Financial Management System automatically adjusts for the gains and losses based

on the receiving date, invoice date, general ledger date, and payment date. The gains and losses

are automatically recorded in the installation’s general ledger account code 910XXXX in the

applicable activity cost center as noted in the Purchase Order. The Shared Service Center

general ledger corrects any gain or loss adjustments that may have not posted automatically.

The Shared Service Center accounts payable posts a general ledger adjustment forms at end of

month to correct all gain or loss transactions failing to post to the installation’s general ledger

account code 910XXXX.

5.20. Commercial Sponsorship Program. The Nonappropriated Fund Accounting Office posts

the sponsorship in the activity sponsored by the vendor. Use the administration cost center code

of the activity, if appropriate. If the vendor does not specify an activity, record the sponsorship in

the marketing and publicity cost center. If the event sponsored by the vendor has not occurred and

will not occur within the same month funds are received, record the sponsorship funds in general

ledger account code 2330001, Unearned Income-Commercial Sponsorship, in the applicable cost

center. Reclassify the necessary sponsorship funds to general ledger account code 8020008,

Commercial Sponsorship, when the sponsored event takes place to offset the corresponding

expenses for the event. Any unused commercial sponsorship funds remaining by the following

fiscal year after the event or program took place must be recorded to general ledger account code

8020008 in the sponsored activity, or Marketing and Publicity, as applicable. Record commissary

cause marketing and prime vendor rebates according to this paragraph. (T-0)

5.21. Randolph Sheppard Act-Vending Facility Program for the Blind. The

Nonappropriated Fund Accounting Office posts the Nonappropriated Fund Instrumentalities

proceeds from vending machines as revenue in the applicable cost center. Show the payment to

Agencies for the Blind as expenses in those cost centers. Use applicable general ledger account

codes to record these expenses.

AFMAN34-209 2 OCTOBER 2019 67

5.22. Gaming Machines. The Nonappropriated Fund Accounting Office posts gaming machine

income in the activity where the gaming machines are located. Use the designated gaming machine

cost center codes to record transactions involving gaming machine revenue. Gaming machine

expenses (labor, supplies, etc.) are recorded to the applicable gaming machine cost center codes.

All maintenance, depreciation, and other operating expenses are recorded in the Air Force Services

Central Fund.

5.23. Advertising Revenue. Account for advertising revenue in general ledger account code

8110000, Advertising Fees, in the activity bearing the expense of producing the publication

containing the advertisement. If there are no expense costs incurred for the advertising (i.e., no

personnel costs, etc.), the advertising revenue is accounted for in the marketing and publicity cost

center.

5.24. Discounted Revenue. When an activity gives reduced prices to customers, the activity

records the transaction as discounted revenue. Examples of discounted revenue are reduced price

beverages in a bar, a percent discount allowed to club members in the dining room, an aero club

member’s purchase of block time at reduced rates, and sale prices of merchandise in pro-shops.

The activity cashier enters the sale at the discounted price. The activity absorbs the expense of the

discounted sale in the cost of goods or as a reduction to fees and charges sold by the activity

providing the discount. Account for discounted employee meals according to this paragraph.

5.25. Coupons. When an activity accepts a coupon, the cashier rings up the entire sale amount

using the normal process and accepts the coupon as a cash substitute. Do not reduce the amount

of the sale by the amount of the coupon. The general change fund cashier records all redeemed

coupons as coupons redeemed on the AF Form 1876 Nonappropriated Fund Consolidated Cost

Center Report. When the activity posts the AF Form 1876, Nonappropriated Fund Consolidated

Cost Center Report it posts the revenue to the applicable accounts (sales, fees and charges). The

activity posts the total value of redeemed coupons to general ledger account code 752XXXX,

Coupon Expenses, in the activity where the customer redeemed the coupon. The activity posts the

cost of printing coupons to supplies. Refer to AFMAN34-202, Protecting Nonappropriated Fund

Assets for coupon Nonappropriated Fund and commercial accountability procedures.

5.26. Gift Certificates and FSS Gift Cards. Customers buy gift certificates for later

redemption of goods or services. Refer to AFMAN34-202, Protecting Nonappropriated Fund

Assets, for gift certificate issuance and control procedures. Gift certificates must have an

expiration date. (T-1)

5.26.1. When a customer purchases a gift certificate, the activity cashier enters the purchase

on the cash register for accountability. Record the total dollar amount for purchased gift

certificates on the AF Form 1876, Nonappropriated Fund Consolidated Cost Center Report in

general ledger account code 234XXXX, Unearned Income – Gift Certificates. Activities

maintain the subsidiary for all gift certificates sold.

68 AFMAN34-209 2 OCTOBER 2019

5.26.2. When a customer redeems a gift certificate, the activity cashier records the gift

certificate as if it were cash and redeems the certificate for one purchase transaction. The

activity cashier enters the actual retail price of the sale on the cash register. Record the total

amount of the gift certificates redeemed on the AF Form 1876 Nonappropriated Fund

Consolidated Cost Center Report as a decrease to general ledger account code 234XXXX,

Unearned Income, to account for the face value of the gift certificate. The activity manager

determines whether customers can be given change when redeeming gift certificates. If the

activity manager allows change to be given for sales that fall below the gift certificate value,

the activity manager should set this at a minimal amount.

5.26.3. FSS gift card. Customers buy FSS gift cards for later redemption of goods or services.

The accounting for gift cards as they are activated, re-loaded or redeemed in various FSS

activities is processed through AFSVA/FM and the Shared Service Center. FSS gift cards have

no expiration date.

5.26.4. When a customer purchases a gift certificate, the activity cashier processes the

issuance through the POS system. FSS gift cards sold in all activities are reported on the AF

Form 1876, Nonappropriated Fund Consolidated Cost Center Report in the Cost Center in

which they are sold, as a credit to general ledger accounting code 2490075–Other Payables–

AF Gift Card.

5.26.5. When a customer redeems a gift certificate, the activity cashier processes the

redemption through the POS system. FSS gift cards redeemed in all activities are reported on

the AF Form 1876, Nonappropriated Fund Consolidated Cost Center Report in the cost center

in which they are redeemed, as a debit to general ledger accounting code 1140075–NAFI

receivable–AF gift card.

5.27. Members First Discounts. “Members First” discounts will be recorded as a contra

account (reduction) to sales general ledger account code 3040000, Sales Discounts – Members

First, or activity revenue general ledger account code 5150000, Activity Revenue Discounts –

Members First. This will enable management to monitor prices, discounts, and the resulting cost-

of-sales based on the actual customer mix. Discounts will be recorded in the cost center in which

they are generated. (T-0)

5.28. Commercial Credit Authority. Installations may not enter into individual agreements for

commercial credit. (T-1) The only authorized commercial credit authority issuer is contracted

centrally at with Air Force Nonappropriated Fund Purchasing Office.

5.29. Merchant Agreement Authority. All Nonappropriated Fund Instrumentalities must use

the current Air Force Nonappropriated Fund contracted merchant processor. (T-1) If the

installation has a unique merchant processing requirement, submit a request to AFSVC/FM. All

Nonappropriated Fund Instrumentalities must use the approved recurring charges application. (T-

1) Use of this application is mandatory. Do not store credit card information in any system unless

it meets payment card industry compliance requirements. (T-0) Storage of credit card numbers in

any other manner is unauthorized. (T-1)

AFMAN34-209 2 OCTOBER 2019 69

5.30. Cash Transfers from Centrally Funded Programs. All cash transfers utilize general

ledger account code 1140016, Nonappropriated Fund Instrumentality Receivable–AF Central

Fund cash pull or reimbursement, when transmitted to the installation. Installations must clear

general ledger account code 1140016 to the applicable corresponding general ledger account code

prior to closing the general ledger for the month.

5.31. Operating Grants. Do not use general ledger account code 8330000, Special Grants

Operating, unless specifically directed in an accounting instruction. Installations must read and

follow provided accounting instructions as centrally funded programs vary. If a Central Fund

Nonappropriated Fund Instrumentality provides cash to a base to offset expenses for a specific

program and the use of this general ledger account code is directed, accounting instructions will

be issued to the participating installations directing the use of this general ledger account code. In

those instances, record the grant to general ledger account code 8330000 to offset the costs of the

program. The associated expenses are recorded in the general ledger account codes specified in

the accounting instructions.

5.32. Non-operating Grants. If a Central Fund Nonappropriated Fund Instrumentality provides

funds to an installation for capital investment, both the installation and the central fund record the

grant as a non-operating grant in general ledger account code 2810000, Grants Non-Operating.

Do not use general ledger account code 2810000 for any other transactions unless directed in an

accounting instruction. Examples are Air Force Base Capital Improvement Fund grants (including

transfers of cash for expendable equipment).

5.33. Purchases Made with Grant Funds. Regardless of the type of grant your installation

receives, always record the expense in the applicable general ledger account code. For example,

if you buy a fixed asset, record it in an asset account (general ledger account code 17XXXXX or

18XXXXX as applicable) and depreciate it over the useful life. If you buy supplies, record it as

supply expense (general ledger account code 720XXXX). Do not set up a prepaid for supply

purchases made with grants unless specifically directed. This does not apply to program expenses

that are centrally funded and expensed to the central fund Nonappropriated Fund Instrumentalities

accounting records. In those instances, accounting instructions will be provided.

5.34. Aero Club Liability and Hull Insurance Premiums. Aero clubs pay a quarterly

assessment based on the information provided on AF Form 270, Aero Club Operations. Each aero

club completes AF IMT 270 quarterly in accordance with AFI34-101, Air Force Morale, Welfare,

and Recreation (MWR) Programs and Use Eligibility, and forwards to the Air Force Services

Center Programs Directorate, Community Programs Division, Business Recreation Branch

(AFSVC/SVPCR). Aero club liability premiums are based on the physical number of seats in each

aircraft and asset premiums are based on the declared value of each aircraft. AFSVC/SVPCR

reviews the information on the AF Form 270 and compiles the data electronically.

AFSVC/SVPCR then provides a hard copy of the forms from all installations and the compiled

electronic data to AFSVC/FM. AFSVC/FM calculates liability and hull premiums and provides

premium statements to the Nonappropriated Fund Instrumentalities. If the aero club has a

grounded aircraft reported on the AF Form 270, AFSVC/FM charges a reduced rate for hull

insurance. (T-1) Refer to AFMAN34-208 for details.

70 AFMAN34-209 2 OCTOBER 2019

5.34.1. Aero Club Liability Insurance. AFSVC/FM credits the aero club activity accrual

account general ledger account code 2490032, Other Payables–Aero Liability Assessments,

for the cost of the insurance premium and transfers funds from the installation MWR Fund to

the Air Force Insurance Fund. The premium income is recorded to the appropriate general

ledger account code in the Air Force Insurance Fund.

5.34.1.1. At the end of each month, the Nonappropriated Fund Accounting Office obtains

the information from the aero club AF Form 270, Aero Club Operations and calculates the

liability premium for the month. Record the insurance expense general ledger account

code 7900000, Insurance, to each aircraft’s cost center code and record the assessment

accrual in general ledger account code 2490032.

5.34.1.2. After the end of each quarter, AFSVC/FM transfers funds for the premium based

on the information provided on the AF Form 270, Aero Club Operations and electronic

data received from AFSVC/SVPCR. The cash transfer is recorded as a debit to general

ledger account code 2490032 and credit to cash in bank.

5.34.1.3. The Nonappropriated Fund Accounting Office reconciles the premiums

established as a liability to the amount transferred by AFSVC/FM for the premium

payment. If a variance exists, determine the reason and make necessary adjustments to

general ledger account code 7900000 for the applicable aircraft and general ledger account

code 2490032. Contact AFSVC/FM to determine if corrections are needed to the funds

previously withdrawn and contact AFSVC/SVPCR if there is an error on data reported on

AF Form 270, Aero Club Operations.

5.34.2. Aero Club Hull Insurance. AFSVC/FM credits the aero club activity accrual

account (general ledger account code 2490031, Other Payables – Aero Hull Assessments) for

the cost of the insurance premium and transfers funds from the installation MWR Fund to the

Air Force Insurance Fund. The premium income is recorded to the appropriate general ledger

account code in the Air Force Insurance Fund.

5.34.2.1. Based on the declared value from the prior quarter, the Nonappropriated Fund

Accounting Office multiplies the declared value by the specified rate per aircraft. Record

one-third of the total as a debit to hull insurance expense, general ledger account code

7900000 to each aircraft’s cost center code and record the assessment accrual to general

ledger account code 2490031 for each month of the current quarter.

5.34.2.2. At the end of each quarter, AFSVC/FM transfers funds for the premium based

on the information provided on the AF Form 270, Aero Club Operations and electronic

data received from AFSVC/SVPCR. The cash transfer is recorded as a debit to general

ledger account code 2490031 and credit to cash in bank.

5.34.2.3. The Nonappropriated Fund Accounting Office reconciles the premiums

established as a liability to the amount transferred by AFSVC/FM for the premium

payment. If a variance exists, determine the reason and make necessary adjustments to

general ledger account code 7900000 for the applicable aircraft and general ledger account

code 2490031. Contact AFSVC/FM to determine if corrections are needed to funds

previously withdrawn and contact AFSVC/SVPCR if there is an error on data reported on

the AF Form 270, Aero Club Operations.

AFMAN34-209 2 OCTOBER 2019 71

5.35. Asset and General Liability Insurance. AF Nonappropriated Fund Instrumentalities pay

a quarterly asset and general liability assessment based on prior quarter’s financial information in

select general ledger account codes. The Nonappropriated Fund Accounting Office computes the

quarterly assessment for all Nonappropriated Fund Instrumentalities serviced and records the

assessments in the administration cost center code of the respective Nonappropriated Fund

Instrumentalities. AFSVC/FM assesses each Nonappropriated Fund Instrumentalities quarterly

insurance premium and records the premium to the appropriate general ledger account code in the

Air Force Insurance Fund. AFSVC/FM computes current quarter asset and liability insurance

premiums using financial information from each installation’s prior quarters general ledger,

applies the current insurance rates issued by Air Force Services Center Plans and Force

Management Directorate (AFSVC/SVX) and transfers premium assessments to the Air Force

Insurance Fund. Premiums are deducted from Cash Management and Investment Program in

February, May, August and November for the previous quarter.

5.35.1. Asset Insurance. After the end of each quarter, AFSVA/FM computes the liability

premium for the upcoming quarter based on the book value of assessable assets. Assessable

assets are defined as general ledger account codes 1010000 through 1080000, 1610000 through

1640000, 1730000 through 1820007, 185XXXX, and 1880000 through 1890000. The

assessment will be processed as a cash transfer. The Shared Service Center records the transfer

of funds as a debit to expense general ledger account code 7900000,Insurance and a credit to

cash in bank. AFSVA/FM reconciles the premiums established as a liability to the amount

transferred by AFSVC/FM for the premium payment. If a variance exists, determine the reason

and make necessary adjustments to general ledger account code 7900000 in the administration

cost center of the respective Nonappropriated Fund Instrumentality. Contact AFSVC/FM to

determine if corrections are needed to funds previously withdrawn.

5.35.2. General Liability Insurance. After the end of each quarter, the Nonappropriated

Fund Accounting Office computes the liability premium for the upcoming quarter based on

the quarter activity of assessable income. Assessable income general ledger account codes are

301XXXX, 501XXXX, 5030000 through 5140000, 5170000 through 521XXXX, 580XXXX,

801XXXX through 8080000, 810XXXX through 812XXXX, 8160000, 8200000, 8340000,

and 8350000. The assessment will be processed as a cash transfer. The Shared Service Center

records the transfer of funds as a debit to expense general ledger account code

7900000,Insurance and a credit to cash in bank.

5.35.2.1. AFSVA/FM reconciles the premiums established as a liability to the amount

transferred by AFSVC/FM for the premium payment. If a variance exists, determine the

reason and make necessary adjustments to general ledger account code 7900000 in the

administration cost center of the respective Nonappropriated Fund Instrumentality.

Contact AFSVC/FM to determine if corrections are needed to funds previously withdrawn.

5.36. Lodging Assessment Processing.

5.36.1. Temporary Lodging Facility (TLF) Assessment and Visiting Officer’s

Quarters/Visiting Airmen’s Quarters/Visiting Quarters Surcharge. AFSVC/FM advises

the Nonappropriated Fund Accounting Office of new or changed rates for assessment and

surcharge collection and reporting purposes. The rates for assessments are determined during

the lodging rate package process.

72 AFMAN34-209 2 OCTOBER 2019

5.36.1.1. The lodging property management system calculates the monthly TLF

assessment based on the room revenue. The process is the same for Visiting Officers’

Quarters, Visiting Airmen’s Quarters and the Visiting Quarters surcharges. Monthly the

file is transmitted to the Shared Service Center for auto posting to the installation financial

statement. Cash is automatically transferred from the Base Lodging Fund to the Air Force

Lodging Fund (AFLF).

5.36.1.2. Installations that do not have the automated file transfer will prepare a monthly

spreadsheet utilizing Training Aid NA-54, Calculating Lodging Assessment and

Surcharge. The daily revenue numbers for each room type are entered from the G084,

Multi Revenue Report. The spreadsheet determines the bed nights sold and calculates the

assessment due. Forward spreadsheet to the Shared Service Center according to monthly

and end of year reporting schedules for those designated installations with manual

processing.

5.36.1.3. The Shared Service Center completes the transfer general edger adjustment

forms to transfer to AFLF. The assessment applies to all bed nights. Detailed information

is in Training Aid NA-54.

5.36.2. Lodging Nonappropriated Fund Instrumentalities Excess Cash Pull. The Air

Force Services Center Financial Management and Comptroller, Financial Services Division,

Lodging Central Accounting Branch (AFSVC/FMAL) pulls cash centrally from the

installations weekly to fund all lodging capital requirements to include room décor, etc.

Installations do not fund local capital requirement items without first obtaining Air Force

Services Center Operations Directorate, Lodging Division (AFSVC/SVOL) and AFSVC/FM

approval. (T-1)

5.37. Gaming Machine Assessments. AFSVA/FMA assesses gaming machine income on a

monthly basis. Air Force Services Center, Programs Directorate (AFSVC/SVP) computes the

gaming assessment amount based on data obtained from the gaming machine accounting system

and submits a general ledger adjustment forms to the Shared Service Center. AFSVA/FMA

transfers the funds between Nonappropriated Fund Instrumentalities, collects assessments due, and

debits general ledger account code 2490007, Other Payables-Slot Assessments Payable, on the

installation Nonappropriated Fund Instrumentality to clear the month end accrual for gaming

assessments. At the end of each month, the Nonappropriated Fund Accounting Office will

establish the assessment liability in general ledger account code 2490007 as a credit and debit

general ledger account code 9080000, AF Assessments. The Nonappropriated Fund Accounting

Office compares the accrued liability to the actual assessment and prepares a general ledger

adjustment forms to adjust for any differences.

AFMAN34-209  2 OCTOBER 2019  73 
Chapter 6 
ACCOUNTS RECEIVABLE 
6.1.  Customer  Purchases  of  Merchandise  and  Services.      Activities  are  not  authorized  to 
establish or maintain accounts receivable for individuals outside of an approved Air Force Services 
accounts  receivable  system  except  as  authorized  in  paragraph  6.3.1  and  6.3.2.  (T-1)  If,  by 
exception,  an actual receivable does  exist,  then  record it in the Air  Force Services Financial 
Management System. (T-1) 
6.2.  Payment Method for Merchandise and Services. 
6.2.1.  All resale merchandise and services generated are either: 
6.2.1.1.  Processed  through  the  current  nonappropriated  fund  merchant  processor 
contractor using a personal Visa, MasterCard, American Express, government purchase 
card, or government travel card or: 
6.2.1.2.  Paid with check or cash at the time of purchase. 
6.2.2.  Individuals who utilize the Child Development and Youth Center Programs or other 
programs requiring recurring payments must provide a credit or debit card number with the 
application and agree to have the card charged for the entire amount owed in the event payment 
is not received when due.  Apply this same policy in all activities with similar recurring fees 
or  charges  if  the  individual  does  not  pay  timely  using  the  recurring  charge  application.  
Activities must use the automated payment systems to process recurring payments via credit 
or debit card as described in paragraph 6.2.3. (T-1) 
6.2.3.  The authorized banking program must be used to process all recurring charges for dues, 
monthly  fees,  and  services;  however,  individuals  may  make  payments  in  advance.    The 
recurring payments guidance is available on the Services Installation Support Portal under 
credit card guidance. 
6.3.  Authorized  Use  of  an  In-House  Account  Receivable    System.      In-house  receivable 
subsidiaries are not permitted except in accordance with paragraphs 6.3.1. and paragraph 6.3.2. 
(T-1) 
6.3.1.  For overseas locations, in-house account receivable  systems may be used for special 
Nonappropriated  Fund  sponsored  programs  that  require  the  Nonappropriated  Fund 
Instrumentality to directly purchase the merchandise or service on behalf of authorized patrons 
in  order to comply  with  status  of forces agreement  provisions  for  tax  free purchases;  for 
example, a program for home heating fuel (bulk) deliveries.  Locations having unique accounts 
receivable requirements must submit requests to AFSVC/FM for approval of an exception. (T-
1) 
6.3.2.  Aero club members using  Veterans  Administration  (VA)  flight  training benefits or 
tuition assistance pay their portion by cash, credit card, or check.  The portion to be paid by 
the VA, as stated in a pre-approved agreement with the VA, will be recorded as an account 
receivable in general ledger account code 1150000, Outside Agency Receivable.  A subsidiary 
ledger is maintained by the Aero Club and sent to the Nonappropriated Fund Accounting 
Office monthly where it is reconciled to the general ledger control account. (T-1) 

74 AFMAN34-209 2 OCTOBER 2019

6.4. Unauthorized Use of an In-House Account Receivable System. Activities are not

permitted to bill customers for purchases or services other than authorized in paragraphs 6.3.1.

and paragraph 6.3.2. (T-0)

6.5. Finance Charges. If the Nonappropriated Fund Instrumentality has an authorized in-house

account receivable system, it may not charge finance charges or service charges (not to be confused

with late payment fees) for delinquent charge accounts.

6.6. Late Payment Charge. AFSVC/FMA authorizes charging late fees for accounts

maintained as part of an authorized in-house Accounts Receivable system. Do not authorize more

than $20 in one delinquent cycle (60 and 90 days). Do not charge more than $40 for an entire

delinquency period. (T-1) The Nonappropriated Fund Accounting Office posts late payment

charges as non-operating revenue to the Nonappropriated Fund Accounting Office cost center to

offset costs of collecting delinquent accounts.

6.7. Payment Method for Merchandise and Services. Air Force Lodging will require all

individual guests to pay with cash, check, or credit card. All guests and aircrews registering under

a unit or organization account (“Agency” account) must guarantee payment in advance with a

government purchase card, centrally billed account, or other payment method. Guests who do not

have a valid credit card or chose to pay with cash or check, will pay in advance for the entire stay

or up to 30-day increments at the time of check-in. (T-1)

6.8. Temporary Lodging Facility (TLF). All TLF guests must pay at least every 15 days and

upon checkout. (T-1) Overseas installations may change the frequency requirement to match

Temporary Lodging Allowance (TLA) payments.

6.9. Visiting Quarters (Visiting Quarters). All Visiting Quarters guests must pay at least every

15 days and upon checkout. (T-1) This includes Visiting Airmen’s Quarters, Distinguished

Visiting Airmen’s Quarters, and Visiting Quarters Business Suites.

6.10. Other Credit Provisions. All guests providing a valid credit card at check-in will have

the option to have their credit card processed for payment immediately or at checkout. Guests

staying longer than 15 days will be charged in 15-day increments. (T-1)

6.11. Agency Accounts. All organizational accounts must make payment within 20 days of the

actual stay (checkout day). (T-1) Lodging must work with the organizational point of contact to

ensure payment is received. Payment for personal charges are the responsibility of the member

and must be paid at time of checkout. (T-1) Organizational (Agency) accounts paid by Reserve

and Guard units for personnel on inactive duty training must be paid using a Government Purchase

Card or centrally billed account within 20 days after checkout. Each unit member must pay any

personal charges (sundry items, video rentals, phone calls, etc.). (T-1)

6.12. Collection Actions. The Lodging Fund administers its own accounts receivable

collections on accounts that are 30 and 60 days delinquent. The Resource Management Flight

Chief ensures the Lodging Manager is performing collection actions timely as defined in

AFMAN34-202 Protecting Nonappropriated Fund Assets, and assumes responsibility of all

accounts over 90 days old.

AFMAN34-209 2 OCTOBER 2019 75

6.13. Balancing Account Receivable Subsidiary. Both Lodging and the Nonappropriated

Fund Accounting Office must ensure the accounts receivable subsidiary account maintained on

the automated lodging point of sale system balances to the general ledger control account in the

Air Force Services Financial Management System. Lodging must complete daily balancing of the

automated lodging Point of Sale system. (T-1) The Nonappropriated Fund Accounting Office

works with lodging to identify and resolve variances between the lodging system and general

ledger. The Lodging Manager provides a certification to the Resource Management Flight Chief

on the accuracy of the subsidiary account each month in accordance with paragraph 1.5.2. The

Resource Management Flight Chief ensures lodging and Nonappropriated Fund Accounting Office

personnel substantiate specific causes for lodging transaction discrepancies and appropriate

corrections are made. Variances between the general ledger and subsidiary account must be clearly

disclosed on the financial statement. (T-1)

6.14. Late Payments and Finance Charges. Late payment charges and finance charges are not

authorized for lodging accounts receivable. (T-1)

6.15. Allowance for Uncollectible Accounts. The Nonappropriated Fund Accounting Office

posts bad debt expense at the end of each accounting period. Use the Nonappropriated Fund

Accounting Office cost center to record bad debt write-offs and accruals for the Morale, Welfare

and Recreation Fund; for other Nonappropriated Fund Instrumentalities use their respective

administrative cost center. Base the allowance for bad debts accrual on realistic expectations of

bad debt write-offs using historical data. No entry is required if the historical bad debt write-off

expense is immaterial. The Resource Management Flight Chief evaluates the estimate at least

quarterly and documents the basis for the accrual amount. The Nonappropriated Fund Accounting

Office reduces the appropriate allowance for bad debts account when an actual account is written

off. If the write-off reduces the allowance for bad debts account to zero, expense any remaining

amount to the appropriate bad debt expense account in the current accounting period.

6.16. Account Receivable Operating Instruction. The Resource Management Flight Chief

will develop an operating instruction(s) to provide guidance on monitoring account receivable. (T-

1) These Operating Instructions should include actions needed to maintain an authorized in-house

account receivable system. Include guidance on follow-up actions, account write-offs, and internal

control procedures required to reduce the possibility of fraud.

6.17. Account Receivable Aging and Reporting. The Nonappropriated Fund Accounting

Office and Shared Service Center report aged account receivable quarterly for their respective

subsidiaries, for all Nonappropriated Fund Instrumentalities and activities authorized in-house

credit systems. For Lodging Fund, break out separately the aging for individual guest and agency

accounts. Include recourse accounts written off in the quarter and outstanding military pay order

actions. When an activity other than the Nonappropriated Fund Accounting Office maintains the

account receivable subsidiary records, the activity manager furnishes a schedule of aged account

receivables to the Nonappropriated Fund Accounting Office monthly.

76 AFMAN34-209 2 OCTOBER 2019

6.18. Special Functions. FSS activities do not serve as a cash collection agency for special

functions, nor do they assume responsibility for individual attendee payments. The individual

booking the function must pay the entire amount of the bill at the conclusion of the event or under

a previously determined payment schedule. (T-3). A list of members whose accounts are to be

billed for a pro-rata share of the special function charges may be accepted. A pro-rata list includes

the following statement: “The undersigned accepts personal liability for the pro-rated portion of

the total cost for individuals on this list who have not indicated (signature) authorization to pro-

rate costs to their accounts should they fail to pay the amounts charged to them”.

6.19. Collection Actions. The Nonappropriated Fund Accounting Office performs collection

actions for delinquent accounts other than returned checks. This does not prevent activity

managers from helping the Nonappropriated Fund Accounting Office collect delinquent account

receivable. The Resource Management Flight Chief and Nonappropriated Fund Accounting

Office will:

6.19.1. Document follow-up actions. (T-1)

6.19.2. Process collection actions according to AFMAN34-202, Protecting Nonappropriated

Fund Assets. (T-1)

6.19.3. Maintain, control, and report delinquent account receivable according to the

procedures in TA-FSFMS-41, Debt Collection. (T-1)

6.20. Military Pay Order. The Shared Service Center is responsible for processing Military Pay

Order actions for Air Force active duty members and writing off uncollectible accounts and other

debts submitted to them for collection. Account processing includes direct input to Defense

Finance and Accounting Services for collection of the debt, recording required entries in the

installations’ financial statement and transferring funds back to the installation once collected.

Note: The Shared Service Center is authorized to Military Pay Order AF active duty members

debts only. All other military branches will be processed through the Treasury Offset Program

(TOP). The Shared Service Center writes off all debts up to $2,500 in accordance with

AFMAN34-202, Protecting Nonappropriated Fund Assets. If a debt is not eligible for Military

Pay Order action, the Shared Service Center processes it for collection through the TOP.

6.21. Write-off of Uncollectible Accounts. The Shared Service Center notifies the

Nonappropriated Fund Accounting Office when it is reasonably certain the account cannot be

collected. The Shared Service Center prepares a general ledger adjustment forms to write off the

debt to the appropriate expense accounts. Those bases that maintain allowance for bad debt

accounts will use a general ledger adjustment forms to reclassify the expense to the allowance

account when notified of the write-off.

6.22. Payment on Accounts Previously Written Off as Uncollectible. If the collection is in

current year, reverse the entry made when written off and post the payment received to clear the

account. If the collection is for an account written off in prior year, post the payment to general

ledger account code 8120003, Miscellaneous Income Prior Year Debt Collection, in the applicable

Nonappropriated Fund Instrumentality.

6.22.1. Payments received by the Shared Service Center are sent via Cash Management and

Investment Program, less any fees, directly to the base where the debt originated.

AFMAN34-209 2 OCTOBER 2019 77

6.23. Processing Debtor Payments at Base. The Nonappropriated Fund Accounting Office

must call the Shared Service Center to determine the status of the account before processing a

payment.

6.23.1. The Shared Service Center will automatically resubmit the check to their bank to clear

if sufficient funds are available. (T-1) The installation may accept a payment on debt once a

due process letter is issued. A $25 returned check fee and a $25 processing fee are assessed

on all returned checks and should be collected at time of payment. Record the fees in other

payables and the actual returned check amount as discussed in paragraph 6.22. Do not accept

a personal check or credit card for payment. Immediately notify the Shared Service Center,

debt collection section of the payment. The service fees will be withdrawn from the Cash

Management and Investment Program account.

6.23.2. If an individual approaches a Services activity wishing to redeem a returned check

based on a notification from his or her financial institution, activity cashiers should accept the

payment and immediately contact the installation NAF Accounting Office. Since patron is

settling the payment prior to receipt of a due process letter, they will not be charged the $25

processing fee but will still be charged the $25 return check fee. Please note that checks will

still go through the re-presentment process regardless if payment is received prior to

completion of the process.

6.24. Bad Debt Write-Off Procedures. If the follow-up procedures prescribed in this

instruction are not successful, the Resource Management Flight Chief begins write-off procedures

as stated in AFMAN34-202, Protecting Nonappropriated Fund Assets. (T-1) The

Nonappropriated Fund Accounting Office posts the write-off by preparing a general ledger

adjustment forms utilizing NAFDIS, and records the bad debt in the Nonappropriated Fund

Accounting Office cost center. Use procedures in para 6.15. if an allowance for bad debts account

is available.

6.25. Credit Card Charges. Credit card charges will be recorded as an account receivable to

general ledger account code 1250000, Commercial Charges, until the cash is actually received and

reported on the installation banking message. When the cash is received and reported on the

banking message, the Shared Service Center will record the receipt of cash by the Nonappropriated

Fund Instrumentality and reduce accounts receivable.

78 AFMAN34-209 2 OCTOBER 2019

Chapter 7

PURCHASE AND CONTROL OF MERCHANDISE

7.1. Purchase and Control of Merchandise. The Resource Management Flight Chief is

responsible for Nonappropriated Fund Instrumentality contracting as prescribed in AFMAN64-

302, Nonappropriated Fund Contracting Procedures. The Resource Management Flight Chief or

designee reviews purchase requests to ensure the use of the proper fund source. The Resource

Management Flight Chief will ensure:

7.1.1. There is a separation of duties between contracting, receiving and payment of accounts

payable. (T-1)

7.1.2. Activities maintain adequate control over merchandise inventories. (T-1)

7.1.3. Activities maintain adequate control over the movement of such goods from one

location to another. (T-1)

7.1.4. For Nonappropriated Fund purchases, the Nonappropriated Fund Accounting Office:

7.1.4.1. Prepares AF Form 9, Request for Purchase or provides guidance on their

preparation.

7.1.4.2. Maintains AF Forms 1408, Nonappropriated Fund Call Register (unless

automated), as a log for tracking AF Forms 9, Request for Purchase and AF Forms 2209,

Nonappropriated Fund Order for Supplies or Services. When purchasing authority is

delegated outside the Nonappropriated Fund Accounting Office, the operational level to

which purchasing authority is delegated maintains AF Forms 1408. File one copy of AF

Form 2209, Nonappropriated Fund Order for Supplies or Services and AF Form 9, Request

for Purchase in numeric sequence as backup for AF Form 1408, Nonappropriated Fund

Call Register.

7.1.4.3. Maintains files for outstanding AF Forms 9 Request for Purchase, and AF Form

2209, Nonappropriated Fund Order for Supplies or Services.

7.1.4.4. Routes all contracting actions involving capital expenditures through the Resource

Management Flight Chief for validation against the approved Nonappropriated Fund

requirements budget and to determine cash flow requirements.

7.1.4.5. Processes prepayment requirements.

7.1.4.6. Date-stamps all completed receiving reports, invoices and delivery tickets when

received. (T-1) This is necessary to comply with requirements of the Prompt Payment Act.

The vendor must mail invoices to the Shared Service Center, Expenditure Branch,

Accounts Payable Section (Bldg 1), 2261 Hughes Ave., JBSA Lackland TX 78236-9854.

7.1.4.7. Processes receiving reports and updates all inventory lists.

AFMAN34-209 2 OCTOBER 2019 79

7.1.4.8. Receives proof of shipment from vendor if ownership changes at point of

shipment. Since the activity has not received the goods yet, the Nonappropriated Fund

Accounting Office or the vender sends the proof of shipment to Shared Service Center

Division, Expenditure Branch, Accounts Payable Section to establish the accounts payable

and to pay the vendor. Suspense the Purchase Order to ensure receipt of a valid receiving

report from the activity when the vendor delivers the goods.

7.1.4.9. Assigns stock numbers.

7.1.4.10. Processes Transfer Between Cost Centers.

7.1.4.11. Processes storeroom transactions.

7.1.4.12. Prepares inventory lists.

7.1.4.13. Prices and extends inventory lists and compares with established inventory

levels.

7.1.4.14. Helps to establish stock levels and reorder points.

7.1.4.15. Establishes inventory control procedures for merchandise received on

consignment.

7.1.4.16. Utilizes the government preferred method of payment, i.e., purchasing card or

Electronic Fund Transfer (EFT) for all purchases.

7.2. Advance Payment Conditions and Authority. Certain businesses will not ship

merchandise or provide services until the Nonappropriated Fund Instrumentality pays for the

goods either in a full or partial payment. The Resource Management Flight Chief authorizes

advances or prepayments. The Resource Management Flight Chief should take all steps available

to prevent advances and prepayments; however, if contractually required, the Resource

Management Flight Chief is the approval authority for advanced payments. Do not exceed

contracting authority when authorizing advances or prepayments. (T-1) Do not confuse advance

payments with situations where the vendor requires payment upon receipt of goods or services.

7.2.1. When making an advance or prepayment, the purchase must meet the following

conditions before the Resource Management Flight Chief or designee authorizes the advance

or prepayment:

7.2.1.1. The products or services must be available only from a sole source and alternative

products or services must not be readily available at comparable or more favorable prices.

(T-2)

7.2.1.2. The Nonappropriated Fund Accounting Office receives written evidence that the

source will not provide the goods or services until the Nonappropriated Fund Accounting

Office makes full or partial payment. (T-1)

7.2.2. Do not allow advances or prepayments of Nonappropriated Funds for customer special

ordered items (the activity cannot sell the item(s) to other customers) unless the customer

makes a deposit of at least 25% of the sales price before the activity places the order. (T-3)

80 AFMAN34-209 2 OCTOBER 2019

7.2.3. Once the Resource Management Flight Chief or designee approves the advance or

prepayment for a purchase the Nonappropriated Fund Accounting Office prepares a

disbursement request in NAFDIS. The Resource Management Flight Chief or designee

approves the disbursement. The Resource Management Flight Chief or designee ensures there

is an appropriate contractual document to include all agreements such as method of shipment,

whether substitutes or backorders are authorized, date merchandise is due, etc. Annotate all

copies of the contractual document with an advance or prepayment authorization clause, to

include the Resource Management Flight Chief’s or designee's name. The Nonappropriated

Fund Accounting Office makes normal distribution of the contractual documents. Attach a

copy with the disbursement request in NAFDIS.

7.2.4. Document the contract file as required by AFMAN64-302, Nonappropriated Fund

Contracting Procedures.

7.3. Overseas Shipments. The Shared Service Center accounts payable technician receives a

vendor invoice and proof of shipment from the vendor to request payment of overseas shipments.

The Shared Service Center normally processes this request before the activity receives the goods.

The technician forwards a copy of the invoice paid on proof of shipment to the correct

Nonappropriated Fund Accounting Office. Once the activity accepts the shipment and notes no

damage, accomplish receiving in the Internet Based Purchasing System. The Nonappropriated

Fund Accounting Office will then forward the receiving information to the Shared Service Center

accounts payable if the receiving interfaced into Air Force Services Financial Management System

for the correct inventory in transit reversal and receiving reversal. If the receiving is final but the

Purchase Order did not interface into the Air Force Services Financial Management System, the

Nonappropriated Fund Accounting Office is required to prepare a General Ledger Adjustment

Form to move the amount in transit to the applicable account. AFMAN 64-302, Nonappropriated

Fund Contracting Procedures describes documents evidencing proof of shipment.

7.4. Partial Shipments. The activity documents receipt of partial shipments in Internet Based

Purchasing System. Partial receiving must be identified within Internet Based Purchasing System.

(T-1)

7.5. Value Added Tax. Under United States (US) and Federal Republic of Germany agreement,

authorized personnel may obtain exclusion from the German Value Added Tax, if they make their

purchases through an official US government-contracting activity at USAF Europe (USAFE)

installations. Under US and United Kingdom (Her Majesty’s Customs and Excise) agreement,

members of the US visiting force may obtain Value Added Tax-free purchases from suppliers

participating in the British Tax-Relief program. Value Added Tax offices are part of the MWR

Fund. Installations must follow the Army procedural guidance governing Value Added Tax office

operations in Army in Europe Regulation 215-6, Individual Tax Relief Program. (T-0) The

installation must operate this program to at least break-even. (T-1)

7.6. Stock Records. The Nonappropriated Fund Accounting Office uses the Nonappropriated

Fund Resale Inventory System (NAFRIS) or other approved inventory system to maintain

automated stock records to track inventory or highly sensitive items. Resale inventories are valued

by weighted average. Activities must receive approval from AFSVC/FMA for any change in

resale inventory systems. (T-1)

7.7. Stock Levels and Reorder Points. The activity manager may establish stock levels and

reorder points. (T-2)

AFMAN34-209 2 OCTOBER 2019 81

7.8. Stock Numbers and Standard Units of Measure. When using the NAFRIS inventory

module, the Nonappropriated Fund Accounting Office assigns stock numbers to control

inventories on all resale, storeroom merchandise, and supply items. Use consistent numbers

throughout all Nonappropriated Fund Instrumentalities. The activity annotates the stock numbers

on AF Form 2533, Nonappropriated Fund Transfer Between Cost Centers or equivalent automated

form when transferring merchandise for resale or promotion. See the NAFRIS System User's

Guide for the list of standard units of measure and their abbreviations used when processing

inventory.

7.9. Nonappropriated Fund Transfer Between Cost Centers (Transfer Between Cost

Centers). The activity manager or designee uses AF Form 2533, or an automated report

produced by a Point of Sale system or inventory system to transfer goods or stock between cost

centers or Nonappropriated Fund Instrumentalities. The transfer is made in Air Force Services

Financial Management System by using a transfer General Ledger Adjustment Form. The activity

manager or designee may consolidate several transfers onto one AF Form 2533. If activities are

using the purchasing card as a payment method, they can annotate the actual expense and cost

center where the transaction is accounted for eliminating the need to process a transfer between

cost center and general ledger adjustment form.

7.10. Spoilage, Breakage and Out-Dated Material. The activity manager determines the

amount of spoilage or breakage by incident, not by individual line item. The Nonappropriated

Fund Accounting Office prepares a general ledger adjustment forms to record the losses in the

month of occurrence. Report losses of items carried on resale or storeroom inventories according

to AFMAN34-202, Protecting Nonappropriated Fund Assets. In addition, the Nonappropriated

Fund Accounting Office must receive:

7.10.1. A certification by the Military Public Health Office, or designee, attesting to the loss

of the reported items for spoilage of food and beverage costing $100 or more. (T-3)

7.10.2. The manager’s written and signed notice to the Resource Management Flight Chief on

the loss. Include the date of spoilage or breakage, or the date material becomes obsolete, the

cause, dollar amount, description (name) of item, quantity of items, how the activity will

dispose of the items and identify the cost center. (T-1)

7.11. The activity absorbs spoilage, breakage, outdated material, customer complaint, or

reject items that cost less than $100 in cost of goods.

7.11.1. The Nonappropriated Fund Accounting Office posts all losses $100 and above as

Spoilage and Breakage expense (general ledger account code 7270000) in the applicable cost

center.

7.11.2. Losses incurred through spoilage, breakage and obsolete material in a central

storeroom are normal storeroom expenses shared by the using Nonappropriated Fund

Instrumentalities based on the percentage of the total value of issues for that month. Prepare

and process documents for adjustments to the central storeroom account as spoilage and

breakage using the central storeroom cost center.

82 AFMAN34-209 2 OCTOBER 2019

7.12. Commodities. The activity manager controls commodities received through the United

States Department of Agriculture (USDA) Food Program. The requirements for ordering,

receiving and controlling inventory and payment vary from state to state. The activity manager,

appropriate flight chief and Resource Management Flight Chief decide the method of inventory

accountability. At the end of each accounting period, the activity takes the physical inventory

monthly.

7.13. Central Vendor Payment. Central vendor payment is designed to achieve a greater

vendor discount by making centralized payment for items purchased against Nonappropriated

Fund Purchase Agreements (NPA), blanket purchase agreements and open market purchases from

participating vendors. Vendors forward all invoices, proofs of shipment and copies of orders to

Shared Services Center for payment. When Shared Services Center pays the vendor, they reduce

the base’s Cash Management and Investment Program accounts by deducting the invoice amount

plus any shipping or freight charges. The Central Vendor Payment office is the central point of

contact and handles discrepancies such as missing or damaged items. The Shared Services Center

refunds discounts to the base as a separate line item on the base’s Cash Management and

Investment Program message.

7.14. Consigned Merchandise. Title of goods received on consignment remains with the

consignor. The activity, as consignee, does not own such goods; therefore, the Nonappropriated

Fund Accounting Office makes no entry to record the receipt of, or obligation for, goods received

on consignment.

7.14.1. The activity uses procedures in AFMAN34-202 Protecting Nonappropriated Fund

Assets for the physical aspects of controlling resale merchandise.

7.14.2. The Nonappropriated Fund Accounting Office records the sale of consigned goods

into the general ledger based on the activity's AF Form 1876, Nonappropriated Fund

Consolidated Cost Center Report.

7.14.3. The Nonappropriated Fund Accounting Office posts the cost of sales at the end of each

accounting period or when the activity returns the unsold consigned goods to the consignor,

whichever, is first. Cost of sales for consigned inventory is the difference between goods

received, or on-hand at the beginning of an accounting period, and those on-hand at the end of

the period, or after return to the consignor.

7.14.4. The Nonappropriated Fund Accounting Office and activity personnel work together to

resolve any discrepancies between actual count and the memorandum control record.

7.15. Receiving Reports. The Resource Management Flight Chief establishes internal controls

to ensure the same individuals authorized to place calls against blanket purchase agreements or

place orders by other contracting means do not inspect and accept goods received. Refer to

AFMAN64-302, Nonappropriated Fund Contracting Procedures for receiving report

requirements. For small activities, the Resource Management Flight Chief will prepare operating

instructions to ensure the internal control of purchasing. (T-1)

7.15.1. When vendors provide free items as bonuses or a purchase discount, note the free items

on the receiving report. Record free items on the inventory. Determine the unit cost by

dividing the amount due the vendor by the total quantity received (including the free items).

AFMAN34-209 2 OCTOBER 2019 83

7.15.2. If an activity receives free items for special occasions and gives them away, the activity

accounts for these items without processing them through the inventory and cost of goods sold.

Use AFMAN34-201 for the criteria in accepting donations. The activity makes a memo no-

charge entry on stock records or other locally devised forms and footnotes the cashier's report

when issued. The Resource Management Flight Chief or designee personally examines all

transactions involving free items to ensure that the activity accounts for items received.

84 AFMAN34-209 2 OCTOBER 2019

Chapter 8

ACCOUNTS PAYABLE PROCESSING

8.1. Establishment of Accounts Payable. The Shared Service Center posts accounts payable

transactions when an activity has received goods or services. There is a direct interface between

the Internet Based Purchasing System and Air Force Services Financial Management System. The

Internet Based Purchasing System should be used to the greatest extent possible to create an

accounts payable. Use Nonappropriated Fund Disbursement requests when there are no other

alternative methods of payments available. Those requests might include, but are not limited to

NAF official travel, membership fees, customer refunds, utilities, registrations or entry fees,

workers compensation claims, PCS reimbursements. Ensure backup documentation is complete

and still fulfills the three-way match requirement; contract and agreement, receiving and invoice;

see paragraph. 8.8.

8.1.1. Use the central cashier to the greatest extent possible for replenishments for petty cash,

change, imprest funds, bingo winners, etc. The electronic 1876, Nonappropriated Fund

Consolidated Cost Center Report includes instructions for posting expenses.

8.1.2. Activity managers should anticipate payment requirements for entertainers and

instructors and ensure paperwork is submitted in sufficient time. Ensure requirements for

additional cash are submitted in sufficient time to negate the need for an overnight rush

delivery of a check to the base or vendor.

8.2. Documents and Entries. Orders or agreements must be entered into Internet Based

Purchasing System in order for a receiving report to be entered against the order and create an

account payable. (T-1) An activity using a Point of Sale system to maintain a perpetual inventory

must enter receiving documents into the Point of Sale system separately from Internet Based

Purchasing System to update the inventory system. (T-1)

8.3. Payable Suspense File. The Shared Service Center establishes a suspense file for all

payables through the Air Force Services Financial Management System accounts payable module.

The file is used to ensure invoices are paid timely and to help reconcile the subsidiary. The

documents in this file make up the subsidiary record of the general ledger control account along

with the unbilled receiving completed by the installations.

8.3.1. The total should balance to the automated accounts payable subsidiary and general

ledger control account. Invoices are entered into the payable system and matched to Purchase

Orders and receiving reports in the system. Bases can review outstanding payables balances

by running an Open Invoice Register report in Discoverer Viewer. Bases may request

Discoverer Viewer access by sending a MyPers ticket to the Shared Service Center.

8.3.2. The Shared Service Center also generates a detailed Aging Report on the Air Force

Services Financial Management System Report site (https://ssc.afsv.net/) reflecting aged

accounts payables reflected under general ledger account code 2010000, Accounts Payable.

The Nonappropriated Fund Accounting Office and activity managers must review the Aging

Report regularly and in accordance with the End of Month closeout timeline to assist the

Shared Service Center in clearing outstanding payable balances. (T-1)

AFMAN34-209 2 OCTOBER 2019 85

8.4. Vendor Invoices. The vendor mails invoices directly to the Shared Service Center

(exceptions are automated reimbursement accounts or in the case of an invoice in a foreign

language that require a translation form). The Shared Service Center uses the invoice as part of

the documentation required for payment. Invoice numbers are included with the payment to the

vendor.

8.4.1. When the price stated on the invoice is higher than the price stated in the Purchase

Order, pay the price stated in the Purchase Order for the quantity actually received.

8.4.2. When the price stated on the invoice is less than the price stated on the Purchase Order,

pay the invoice price for the quantity received.

8.5. Proof of Shipment. The Shared Service Center may need to pay vendors on proof of

shipment, rather than on receipt of goods; historically this is more common for overseas orders.

Many NPA and AF Nonappropriated Fund Purchase Office contracts have different contract terms

for payment based on proof of shipment. Review the contract terms to determine how a particular

vendor will be paid. If the vendor requires payment on proof of shipments, have the vendor submit

the proof of shipment documentation (e.g. Bill of Lading) along with the invoice to the Shared

Service Center for payment. Refer to paragraph. 7.3. for the accounting entries and process

required when payment is made based on proof of shipment.

8.6. Discounts. The Shared Service Center posts discounts by reducing the cost of the item

purchased. If the Shared Service Center pays the invoice by the due date to receive the vendor’s

time discount, the Shared Service Center should ensure the discount is taken. The Purchasing Card

is the preferred method of payment and should be used whenever the vendor accepts credit cards.

The discount period begins with the date of the contractor's invoice. Discounts are reflected

against the line of accounting that are reflected on the Purchase Order. For the purpose of earning

a discount, the day the Shared Service Center issues the payment or the payment value date for

electronic transfers is considered the payment date. To comply with the Prompt Payment Act,

transmit or mail payments to vendors on the same day the payment is issued.

8.7. Delivery Costs. Record freight costs for purchases of expendable equipment, supplies, or

resalable merchandise as supplies expense or cost of goods, as appropriate. Include freight cost

associated with capitalized items (fixed assets) as part of the acquisition cost of the asset.

8.8. Documentation Required for Payment. Three documents are required to substantiate

payment to a vendor: a Purchase Order or a delivery order written against an NPA, Essential

Products Program, or Blanket Purchase Agreement, a receiving report and a valid vendor invoice

along with proof of shipment. Vendor statements are not original documents and not suitable

support for making payments. The Shared Service Center only makes payments to vendors

through the automated process within Air Force Services Financial Management System or by

individual Nonappropriated Fund Disbursement request, acting on the authority of the applicable

installation or central fund custodian/designee.

8.9. Filing Paid Documents. Back-up documentation will be maintained in a manner that

supports each payment and can be retrieved for review as required. Either paper or electronic

documentation may be maintained. Records, including electronic records, must be maintained and

disposed of in accordance with the RDS located at https://www.my.af.mil/gcss-

af61a/afrims/afrims. (T-1)

86 AFMAN34-209 2 OCTOBER 2019

8.10. Approval Authority. The Resource Management Flight Chief/Fund Custodian or their

designee certifies funds availability for purchase requests and releases disbursement requests for

payment. Nonappropriated Fund certification of funds should be given to installation

organizations performing work for the Nonappropriated Fund Instrumentality on a reimbursable

basis. These organizations need to work within an authorized funding amount and request

additional funding for any modifications and additional work not addressed in the original request.

Any delegation of authority to certify funds availability or to release disbursement requests for

payment must be made in writing, signed by the Resource Management Flight Chief, and filed in

the Life-of-the-Fund file. (T-1)

8.11. Blanket Purchase Agreement. The Shared Service Center should pay amounts due

vendors for calls placed against Blanket Purchase Agreements or inter-fund purchases monthly.

This does not apply to meat or meat food products. Pay for meat or meat food products according

to the Prompt Payment Act. (T-0)

8.12. Centralized Payment of Consolidated Purchases. Air Force Services Center pays

vendors for AF Nonappropriated Fund Purchase Office central buys and subsequently withdraws

the amount paid from each installation’s Cash Management and Investment Program account.

8.13. Prompt Payment Act Requirements. The Prompt Payment Act applies to contracts

awarded (including purchase and delivery orders), calls placed against Blanket Purchase

Agreements, and blanket delivery orders, on or after 1 April 1989. The Act also applies to

contracts awarded to foreign vendors outside the United States for work performed or supplies

delivered outside the United States. The Act requires federal agencies to pay their bills on time,

to take discounts when payments are made by the discount date and to pay interest penalties when

payments are late. The Shared Service Center must pay interest penalties when due regardless of

whether the vendor requests payment. Calculate interest on a 360-day year.

8.13.1. Under the provisions of the Prompt Payment Act, consider the vendor paid on the

settlement date for an EFT payment, or on the date the check was issued. The Prompt Payment

Act requires that when the payment includes a penalty, to include a notice to the vendor with

the amount of interest penalty included in the payment, the rate used to compute the penalty,

and the number of days used to compute the penalty. (T-0)

8.13.2. Terms Dates. Terms dates are based on the date a proper invoice is received at the

Shared Service Center or the date the receiving is completed by the installation Activity,

whichever is latest. Receiving reports must be completed within 24 hours of the receipt of

goods and services in accordance with the Prompt Payment Act. (T-0)

8.14. Ratification. If an individual makes an unauthorized purchase, a ratification package is

prepared. This consists of Employee’s Statement of Facts, Supervisor’s Certification, Invoice and

funded Purchase Request. The Nonappropriated Fund contracting officer will review and prepare

necessary contractual documents for forwarding to the servicing legal office. (T-1) After legal

review, the package is forwarded to the appropriate ratifying authority for consideration. Refer to

AFMAN64-302 Nonappropriated Fund Contracting Procedures.

8.15. Electronic Fund Transfer (EFT) Public Law 104-134, Debt Collection Improvement

Act. Payment by EFT is required for all US vendors. (T-0) If the vendor will accept credit cards

as a form of payment, the preferred method is NAF Purchasing Card.

AFMAN34-209 2 OCTOBER 2019 87

8.15.1. Some payments are exempt from the EFT processing requirement because it is not

feasible or practical to use EFT as a payment method. If the exemption is not provided below,

then payment to the vendor must be via EFT. (T-0) In addition to the items listed below, the

custodian may approve exemptions for persons on individual services contracts who will not

be paid more than one time during the current fiscal year. The following payments are

authorized exemptions and the Shared Service Center may process check payments for:

8.15.2. Special Morale & Welfare payments.

8.15.3. Change fund establishment and replenishment.

8.15.4. Other federal agencies not yet capable of accepting EFT.

8.15.5. Isolated unit funds without a US domestic bank account.

8.15.6. Payments for installation-level units (picnics, parties, etc.) can be made in advance by

providing cash payments from the central cashier. Have the central cashier complete an AF

Form 2557, Nonappropriated Fund Cash Receipt Voucher, to advance funds. The unit-level

representative provides a store or vendor receipt to the central cashier after purchasing the

needed items, and the central cashier completes AF Form 1401, Nonappropriated Fund Petty

Cash/Refund Voucher. As an alternative, a Nonappropriated Fund Accounting Office

representative with a Nonappropriated Fund Purchasing Card may accompany the unit

representative and make the purchases using the Nonappropriated Fund Purchasing Card.

8.15.7. Once the vendor has been established to accept EFT vendor payments, and the

vendor’s bank returns or refuses an EFT payment, do not calculate prompt payment penalties

because of the returned payment. Prompt payment penalties are calculated based on the date

the Shared Service Center made a good faith attempt to pay the vendor with the initial EFT

payment (if applicable).

8.16. Filing The IRS Form 1099-MISC. AFSVC/FMA files IRS Forms 1099-MISC with the

IRS for vendors processed in accounts payable. The due date to e-file Forms IRS Form 1099-

MISC with the IRS is 31 March. If the due date falls on a Saturday, Sunday or legal holiday, IRS

Forms 1099-MISC must be e-filed no later than the next business date.

8.16.1. Prizes. The installation must collect the name, address and Social Security number

of the winner of a one-time prize that is $600 or more. (T-0) Submit the information on the

spreadsheet located on the Services Installation Support Portal to the Shared Service Center

Accounts Payable Section via MyPers for processing of a IRS Form 1099-MISC no later than

10 January. See Training Aid NA-14A, Prizewinner’s 1099-MISC, and additional guidance

provided on the Services Installation Support Portal under the Shared Service Center Accounts

Payable section.

88 AFMAN34-209 2 OCTOBER 2019

8.17. Nonappropriated Fund Travel. Department of Defense (DoD) policy is that the

Government Travel Charge Card will be used by all DoD personnel (military or civilian) to pay

for all costs related to official government travel, unless otherwise exempt. (T-0) (Joint Travel

Regulations (JTR), Chapter 2, Part G). Official government travel is defined as travel under

official orders while performing duties pertaining to official government assignments such as

temporary duty (TDY) and permanent change of station (PCS). The purpose of the Government

Travel Charge Card is to serve as the primary payment method for official travel expenses incurred

by DoD personnel (military or civilian) and it also allows the cardholder access to the General

Services Administration City Pair Program.

8.17.1. All DoD personnel (military and civilian) are required to split-disburse all undisputed

expenses charged to the travel card as a part of the travel settlement process. (T-0) Payment

for all travel card charges will be sent directly to the travel card vendor via split disbursement

as part of the traveler’s voucher reimbursement. It is the cardholder’s responsibility to

promptly pay the travel card vendor directly for any outstanding charges not split-disbursed at

the time of the travel voucher settlement. Approving officials are responsible for ensuring that

split disbursement amounts are properly annotated and should return any travel vouchers that

do not comply for correction and resubmission.

8.18. Purchasing Card. Cardholders are required to document all purchases within the bank's

on-line system transaction notes. (T-1) Use a locally devised "outstanding items list to record

transactions made prior to the end of the month, that do not post in the system before the end of

the month. Submit a copy of this log to the approving official and the Resource Management

Flight Chief by the third duty day of the month. Within the online system, cardholders record the

appropriate line of accounting including the appropriate general ledger account code, cost center

and activity within four business days of the items posting in the system. Cardholders must ensure

the transaction notes include the items purchased and reason for the purchase. (T-1) Update

inventory or fixed assets systems as appropriate. Cardholders reconcile copies of receipts to the

monthly electronic statement of account report and attach copies of these receipts to the Statement

of Account. Cardholders submit their Statement of Account to their approving official within three

days after receipt of the monthly Statement of Account. If sales tax is shown in the on-line

transaction detail, check the sales receipt to ensure the original amount excludes sales tax and the

on-line settlement amount matches the original amount. AFI 34-275, Air Force Nonappropriated

Fund (NAF) Government Purchase Card Program, details Nonappropriated Fund Purchasing

Card cardholders and approving officials’ duties and responsibilities.

8.18.1. Nonappropriated Fund Purchasing Card accounting office shall not delegate his or her

authority. (T-1) An alternate accounting office must be designated to avoid transactions

exporting without approval. (T-1) A cardholder cannot be his or her own accounting office,

nor can the cardholder be an accounting office for his or her immediate supervisor. Approving

officials are responsible for the performance and compliance with applicable guidance by their

cardholders, and submit requests in writing to the Installation Program Coordinator to instruct

the bank to cancel the Nonappropriated Fund Purchase card for any of his or her cardholders

at any time. An accounting office will never have more than seven cardholders assigned

without a letter on file showing the business case for the expanded numbers and proper

approval as explained in AFI 34-275. (T-1)

8.18.2. The cardholder retains the original purchase documentation for purchasing card

purchases.

AFMAN34-209 2 OCTOBER 2019 89

Chapter 9

INVENTORY

9.1. Inventory Maintenance. Activity managers control inventories at all times to prevent loss

due to spoilage, obsolescence or theft. The applicable activity is responsible for updating

inventory records and providing the Nonappropriated Fund Accounting Office end-of-month

documentation to substantiate the ending inventory balance. The activity manager is responsible

for maintaining the inventory on one of the approved standard inventory systems, i.e., NAFRIS,

FoodTrak, RecTrac, or Qubica, other systems may be authorized by AFSVC/FM. Spreadsheets

are not authorized for use in maintaining resale inventories. (T-1) To ensure the general ledger

and actual inventory contain the same data, the Resource Management Flight Chief may establish

a cutoff date for inventory related documents. The types of inventories are:

9.1.1. Resale. Activities establish inventories for merchandise held for resale or

consumption in sales outlets. Assign a value to these goods to determine a profit for the

accounting period as shown on the income statement. The value for all Nonappropriated Fund

Instrumentality inventories will be using the weighted average method. (T-0) Reference

DoDI1015.15, Procedures for Establishment, Management, and Control of Nonapprioriated

Fund Instrumentalities and Financial Management of Supporting Resources, paragraph

6.4.2.9. The Nonappropriated Fund Accounting Office must fully disclose the valuation

method used for reporting in the financial statements. (T-0) Make this disclosure as a footnote

to the financial statement. An example of the footnote on the financial statement is: "Resale

inventories are valued by [insert valuation method used].

9.1.2. Central Storeroom. Inventory maintained in a central storeroom is recorded under

general ledger account code 1610000, Inventory Central Storeroom. Classify this inventory in

the asset section of the balance sheet until the storeroom issues the inventory. Once the

storeroom issues the inventory, the receiving activity furnishes a transfer document to the

Nonappropriated Fund Accounting Office, credits general ledger account code 1610000 and

debits 4010000, Purchases, or 720XXXX, Supply Expense, depending on the item. The

storeroom prepares a general ledger adjustment forms in NAFDIS with appropriate

documentation of the transfer. The Nonappropriated Fund Accounting Office approves to

make the transfer in the general ledger.

9.1.3. Decentralized Storeroom. Activities may establish decentralized storeroom

inventories when they buy backup stock for in-use inventories or when they buy high value or

sensitive merchandise which Force Support management determines needs additional control

(such as petroleum, oil, lubricants and spare parts for aero clubs). This guidance applies to

high cost items not qualifying for capitalization as fixed assets. Inventory maintained in a

decentralized storeroom is recorded under general ledger account code 1640000, Inventory

Decentralized Storeroom. Maintain the merchandise or spare parts as backup stock awaiting

use. As activities use inventories from the storeroom, the activity furnishes a transfer

document to the Nonappropriated Fund Accounting Office, credits general ledger account code

1640000 and debits the applicable expense general ledger account code. Record the expense

regardless if the item was repaired and placed back into inventory. Maintain repaired parts

separately.

90 AFMAN34-209 2 OCTOBER 2019

9.1.3.1. Aero Club Inventory of Spare Parts. Aero clubs are not required to inventory

spare parts costing less than $500; these items are considered bench stock. The activity

will post purchases of aircraft parts and bench stock items costing less than $500 per item

as a direct expense to each applicable aircraft based on anticipated usage. (T-1)

9.1.4. Consigned Merchandise. Title of goods received on consignment remains with the

consignor. The activity, as the consignee, does not own the goods and establishes consigned

merchandise inventory to control items received on consignment. When consigned goods are

received, the Nonappropriated Fund Accounting Office does not post the receipt of, or any

obligation for, the consigned items in the financial records. The activity manager tracks and

controls consigned merchandise for accountability purposes only. The activity accounts for

consigned goods through the use of memorandum control records or in Nonappropriated Fund

Resale Inventory System (NAFRIS), until sold or returned to the consignor. An example of

consigned merchandise are consigned tickets from vendors made available for sale at

Information, Ticket, and Tour activities. The activity will establish either an automated or

manual memorandum control. (T-1) This consignment inventory is for accountability tracking

only and not for input into the general ledger.

9.1.5. Fixed Assets. The Nonappropriated Fund Accounting Office records fixed assets,

through the Shared Service Center, in the Air Force Services Financial Management System

Fixed Asset Module. AFMAN34-204, Property Management provides instructions for

management of fixed assets including which assets are included on the Fixed Asset Module

and defines independent inventory requirements.

9.1.6. Inventory-In-Transit. The Nonappropriated Fund Accounting Office will record

merchandise or supplies paid in advance and shipped by a vendor with proof of shipment

pending receipt by the Nonappropriated Fund Instrumentality as an asset under general ledger

account code 163XXXX, Inventory in Transit-Inventory. (T-1) Upon actual physical receipt

of the items, the activity must advise the Nonappropriated Fund Accounting Office so that a

general ledger adjustment forms can be processed to reclassify and move the amount

established under general ledger account code 163XXXX to the correct expense or asset

account. (T-1)

9.2. Monitoring Inventory Levels. The Resource Management Flight Chief and

Nonappropriated Fund Accounting Office staff work with activity managers or flight chiefs to

ensure proper movement and turnover of inventory levels. Conduct analysis, i.e., inventory

turnover rates and slow moving item reports, to determine appropriate resale inventory purchasing

and levels. Unusable stock should be disposed of in a timely and appropriate manner. Activity

managers review all inventories and stock records to identify slow moving items and dead stock

at least semiannually. The Force Support commander or director may authorize sales below cost

(not promotional) for slow moving or dead stock inventory items.

AFMAN34-209 2 OCTOBER 2019 91

9.3. Inventory Schedule and Frequency. Review and document annually the policy letter

signed by the Force Support commander/director issued which prescribes the resale inventory

frequency. This policy letter will remain in effect for the entire FY unless extenuating

circumstances warrant a change to more frequent physical inventories. Any change to the

inventory policy letter must be in writing, and both the original policy letter for the year and any

changes to that policy must be maintained in the Life-of-the-Fund file. (T-1) Generally, all resale

inventories are taken no less than on a quarterly basis, see below for specific activity frequencies.

The Force Support commander or director may establish an inventory frequency for activities on

a more frequent basis (i.e. monthly). The Force Support commander or director may allow any

activity having a Point of Sale system that maintains a perpetual inventory to take only an annual

physical inventory. As a minimum, an independent observation team must observe the taking of

the physical count on perpetual inventory at the end of the fiscal. (T-1) The Resource Management

Flight Chief uses the physical inventory to determine if variances exist and if analysis or

investigation is required according to AFMAN34-202, Protecting Nonappropriated Fund Assets,

9.3.1. Activities will inventory all food or beverage activities, pro shops, audio/photo and

tickets on a monthly basis. (T-1)

9.3.2. Activities will inventory other resale merchandise including centralized and

decentralized storerooms and merchandise on consignment, as a minimum, at the end of each

quarter. (T-1)

9.3.3. Activities inventory merchandise held for special events by type of event. Inventory

includes items received from commercial sponsored occasions (see AFMAN34-202,

Protecting Nonappropriated Fund Assets,).

9.3.4. The activity manager must inventory firearms daily. (T-1) The activity manager sends

an inventory as of the end-of-the-month to the Nonappropriated Fund Accounting Office.

9.3.5. All inventories will be completed at the end of the fiscal year, at change of the activity

manager (unless waived), when spot checks by the Nonappropriated Fund Financial Analyst

indicate an inventory problem, or when required by an Air Force Audit. (T-1)

9.3.6. Annual Impartial Inventory. The Nonappropriated Fund Financial Analyst

maintains a schedule for annual physical inventories of fixed assets, storerooms and salable

merchandise. Use the guidance in AFI65-107, Nonappropriated Funds Financial

Management Oversight Responsibilities.

9.4. Change of Activity Managers.

9.4.1. The Nonappropriated Fund Accounting Office furnishes all property listings to the

activity managers when management changes. Incoming activity managers must satisfy

themselves as to the correctness of the property records. To verify the property records, it is

recommended the activity manager physically inventories and signs for the property. The

Activity Manager works with the Nonappropriated Fund Accounting Office to address

property items that are not found or missing. The incoming activity manager may waive the

requirement to physically inventory properties but maintains accountability of the assets. The

Nonappropriated Fund Accounting Office attaches the waiver to the change of custodian

certificate. The incoming manager may use the financial statements to check the correctness

of the decentralized storeroom and in-use inventories. When conducted, inventories no older

than 90 days, may replace the next regularly scheduled or annual inventory, saleable or

92 AFMAN34-209 2 OCTOBER 2019

consumable merchandise inventory, or property and equipment inventory. In order to replace

the annual impartial inventory, independent observers must witness the inventory (at the time

of the change of managers) in accordance with AFI65-107, Nonappropriated Funds Financial

Management Oversight Responsibilities (see AFMAN34-204, Property Management).

9.5. Change of Custodian. Change of custodian does not require a physical inventory except

for NAF Accounting Office assets, unless requested by the incoming custodian. Transfer

inventories by exchanging receipts between the outgoing and incoming Resource Management

Flight Chiefs and maintain the receipt in the Life-of-the-Fund File.

9.6. Free Items or Donations. When vendors provide free items as bonuses or a purchase

discount, the receiver will note the free items on the receiving report. (T-0) The activity will record

the free/donated items on the inventory. (T-0)

9.7. Nonappropriated Fund Accounting Office Inventory Procedures. The Nonappropriated

Fund Accounting Office:

9.7.1. Provides lists of fixed assets to the Nonappropriated Fund Financial Analyst for the

observation inventory team to use. (T-1) Also, furnish a fixed asset list when managers change.

9.7.2. Receives completed inventories and ensures appropriate action is taken based on

requirement of specific inventory.

9.8. Bingo Payout Procedures.

9.8.1. Record bingo payouts to general ledger account code 4010000, Purchases using AF

Form 2046, Bingo Activity Report as a source a document. (T-1)

9.9. Resale Inventory Transfer Between Cost Center.

9.9.1. Transfer resale inventory at cost using general ledger account code 4010000 between

issuing and receiving cost centers. (T-1)

AFMAN34-209 2 OCTOBER 2019 93

Chapter 10

CHILD DEVELOPMENT

10.1. United States Department of Agriculture (USDA) Child and Adult Care Food

Program. The Nonappropriated Fund Accounting Office posts income, accounts receivable, and

subsequent reimbursement for child development program participation in the USDA Child and

Adult Care Food Program, through the Shared Service Center. The USDA Child and Adult Care

Food Program administers and sponsors the program in all states and territories through the state

or regional office. Installations must follow state USDA Child and Adult Care Food Program

policies for completion and reporting purposes. (T-0)

10.1.1. USDA Child and Adult Care Food Program Sponsorship Family Child Care

Providers. Air Force Family Child Care programs may act as sponsors for Family Child

Care providers participating in the USDA Child and Adult Care Food Program.

10.1.1.1. The Family Child Care program receives compensation from the USDA Child

and Adult Care Food Program to administer the program. The Family Child Care program

can use the funds received from USDA Child and Adult Care Food Program to hire staff

to administer the program only when enough funding is received to offset the cost of the

staff.

10.1.1.2. Contact Air Force Services Center Financial Management and Comptroller,

Treasury Division (AFSVC/FMT) for instructions when the state requests to pay by

Electronic Fund Transfer(EFT).

10.1.2. USDA Reimbursement Requests for Continental United States (CONUS)

installations. The Child Development Center director, Youth Program director or designee

completes the state required forms requesting reimbursement for USDA Child and Adult Care

Food Program per individual state guidelines. Note: In most cases, the state required forms

are submitted online. If this is not the case for your state, then the process described below

would be a manual process per state requirements and copies of the documentation submitted

to the state would need to be provided to the Nonappropriated Fund Accounting Office.

10.1.2.1. For School-Age Program and Child Development Center, the designated

individual at the activity collects information on the meals and snacks served and prepares

the state required forms through the web-based system at the end of each month. The meal

and snacks served report from the website along with a certification memo that summarizes

the amounts from each activity from the online submission are then forwarded to the

Nonappropriated Fund Accounting Office. The Nonappropriated Fund Accounting Office

establishes the receivable, general ledger account code 1150028–Outside Agency

Receivable USDA, with an offsetting entry to general ledger account code 5100000, USDA

Reimbursement, using these documents as backup.

94 AFMAN34-209 2 OCTOBER 2019

10.1.2.2. For Family Child Care Providers, the Family Child Care Coordinator collects the

meal/snacks served information and prepares the state required forms through the web-

based system at the end of each month. The meal and snacks served report from the website

along with a certification memo that summarizes the amounts from the online submission,

are then forwarded to the Nonappropriated Fund Accounting Office. The Nonappropriated

Fund Accounting Office establishes the receivable, general ledger account code 1150028,

with an offsetting entry to general ledger account code 2490000, Other Payables, using

these documents as backup.

10.1.2.3. Once the check is received, the activity deposits the check and posts via the AF

Form 1876, Nonappropriated Fund Consolidated Cost Center Report to clear the

receivable and record any variance to general ledger account code 5100000, USDA

Reimbursement.

10.1.2.4. If at the end of the following month, the receivable has not cleared the

Nonappropriated Fund Accounting Office follows up with the activity for a status.

10.1.3. USDA Payments to Family Child Care Providers. Individuals wishing to provide

child care services in their homes complete an application and sponsor agreement provided by

the Family Child Care Coordinator. The provider records the number of breakfasts, lunches,

snacks and dinners on a USDA form provided by the Family Child Care Coordinator. The

Family Child Care provider submits this form to the Family Child Care Coordinator at the end

of each month. The coordinator computes the amount of the reimbursement due to each

provider and forwards the disbursement voucher to the Nonappropriated Fund Accounting

Office.

10.1.3.1. The activity prepares a disbursement request for the providers in the standard

Nonappropriated Fund accounting system each month using general ledger account code

2490000, Other Payables.

10.1.3.2. The Nonappropriated Fund Accounting Office then attaches the backup

documentation and approves the disbursement in the Nonappropriated Fund accounting

system.

10.1.3.3. Reimbursements received from a sponsor under the USDA Child and Adult Care

Food Program are taxable only to the extent they exceed the expenses for food for eligible

children. Refer to IRS Publication 587, Business Use of Your Home (Including Use by Day

Care Providers) for instructions on how to report Child and Adult Care Food Program

reimbursements for tax purposes.

10.2. Subsidy Payments to Family Child Care Expanded Child Care Providers. Each

installation has procedures for approving individuals to provide child care services for the

Expanded Child Care Program. Care can only be provided to those eligible and approved by the

Air Force Services Center Programs Directorate, Child & Youth Programs Division

(AFSVC/SVPY). (T-1) The subsidy payment is made centrally from the Shared Service Center

directly to Family Child Care Expanded Child Care providers.

AFMAN34-209 2 OCTOBER 2019 95

10.2.1. The Family Child Care Expanded Child Care provider records the time of care for

children in their home on the Expanded Child Care Program website

https://affccsubsidy.afsv.net. Timesheets must be completed no later than close of business

every Tuesday. (T-1) Note: It is the responsibility of the Family Child Care provider to ensure

all of their information on the website, to include banking, is accurate.

10.2.2. The Expanded Child Care Coordinator or Program Manager approves the timesheets

for payment. The timesheet is then routed within the website to the Shared Service Center for

payment.

10.2.3. Payment is made directly to the Expanded Child Care provider by the Shared Service

Center no later than the 15

of each month. Issues with payment should be reported

immediately using the program website.

10.2.4. Installations do not generate an IRS Form 1099-MISC, Miscellaneous Income and are

not part of the Accounts Payable IRS Form 1099 tasking. IRS Forms 1099-MISC,

Miscellaneous Income will be made available by the Shared Service Center to the providers on

the Expanded Child Care program website. However, IRS Forms 1099 are mailed out to

providers not active in the program.

10.3. Air Force Aid Society. The Air Force Aid Society typically interacts with Force Support

MWR programs through the Child Care and Respite Care programs. During normal operating

hours, the rate charged to Air Force Aid Society is the standard rate for Child Development Centers

and School-Age-Care in accordance with AFI34-144, Child and Youth Programs. (T-1)

10.3.1. Accounting for Air Force Aid Society. When an installation takes part in an Air

Force Aid Society sponsored program, outside of normal operating hours, a cost analysis or

break-even analysis is required to ensure Air Force Aid Society is billed a standard hourly rate

for care provided. This cost analysis should be reviewed every January. See Training Aid

NA-12, Break-Even Analysis, for guidance on how to create a cost analysis/break-even

analysis located on the Services Installation Support Portal. This minimizes over billing and

the risk of losing Air Force Aid Society support at your installation. For non-Family Child

Care providers, billing to Air Force Aid Society from installations should occur monthly by

the 8

of each month following program execution.

10.3.1.1. When certificates are collected for Air Force Aid Society care provided during

normal operating hours, the individual collecting the certificate should ring it up as a sale

using the same standard rate as all other regular care. The certificates are then listed on the

AF Form 1876 and attached to the AF Form 1876 Nonappropriated Fund Consolidated

Cost Center Report, as backup. The Nonappropriated Fund Accounting Office will then

establish a receivable in general ledger account code 1140000, along with the benefiting

cost center code, with an offsetting entry to general ledger account code 5010011.

96 AFMAN34-209 2 OCTOBER 2019

10.3.1.2. When Air Force Aid Society care is provided during non-normal operation hours,

the activity will send a certified memo to the Nonappropriated Fund Accounting Office.

The memo details the Air Force Aid Society program usage. Attach any certificates

collected for the month to this memo. The Nonappropriated Fund Accounting Office will

then invoice Air Force Aid Society for the childcare provided as determined by the hourly

cost calculated in the cost analysis or break-even analysis. The Nonappropriated Fund

Accounting Office will then establish a receivable using general ledger account code

1140000, along with the benefiting cost center code, with an offsetting entry to general

ledger account code 5010011, using the certified memo from the activity as backup.

10.3.1.3. Once the reimbursement is received, the activity deposits the funds and posts via

an AF Form 1876, Nonappropriated Fund Consolidated Cost Center Report to clear the

receivable and record any variance to general ledger account code 5010011.

10.3.1.4. If at the end of the following month, the receivable has not cleared, the

Nonappropriated Fund Accounting Office follows up with the activity for status.

10.4. Providing Child Care Services to Volunteers. The Child Development Center or

authorized family day care providers may provide childcare services for volunteers who provide

services to the installation in accordance with AFI36-3009, Airman and Family Readiness Centers.

10.4.1. If funding is available for the Air Force Aid Society’s Family Care Program, this

program may be offered to eligible installation volunteers.

10.4.2. Free child care for volunteers is not authorized; fees for volunteers will be assessed in

the same fashion as other authorized users in accordance with AFI34-144. (T-1)

AFMAN34-209 2 OCTOBER 2019 97

Chapter 11

REPORTS

11.1. MWR Personnel Strength and Benefit Programs Report. The Shared Service Center

reports employee census as of the last pay period of the quarter to AFSVC/FM. The

Nonappropriated Fund Accounting Office forwards employee reports for Foreign Nationals

employees and any other employees not paid through the Shared Service Center payroll system.

11.2. Appropriated Fund Support to MWR Activities. The Resource Management Flight

Chief reviews the Category A and B percentage of appropriated funds report prepared by the

Nonappropriated Fund Financial Analyst (see AFI65-107, Nonappropriated Funds Financial

Management Oversight Responsibilities, for Appropriated Fund calculation responsibilities).

Footnote the financial statements quarterly with Appropriated Fund expenditures by cost center.

11.3. Tax Reports. File IRS Form 945, Annual Return of Withheld Federal Income Tax, to

report your annual W2-G, Certain Gambling Winnings, bingo and gaming machines withholdings

deposits. (T-0) File Form 945 with the Internal Revenue Service at the address for your location

by January 31. Ensure your monthly federal tax payments equal the report. Reference Training

Aid NA-14, Bingo and Slot Machine Reporting, for more information.

11.4. Certification of Financial Statements. Monthly, the Custodian of each Nonappropriated

Fund Instrumentality and the Chief of the Shared Service Center certify the financial statements

for all Nonappropriated Fund Instrumentalities. The signed certification is posted to the Air Force

Services Financial Management System Report site (https://ssc.afsv.net/) no later than 15 days

after each accounting period and no later than 20 days after the end of the fiscal year (i.e.,

September accounting period). The Resource Management Flight Chief or custodian certifies the

financial statements by using and forwarding the Financial Statement Certification/Footnote to the

Shared Service Center per paragraph 1.10.1.

11.5. Certification of Cash Management and Investment Program Accounts. The Shared

Service Center certifies the accuracy of the Cash Management and Investment Program account

verification monthly on AF Form 1736, Nonappropriated Fund Cash Management and Investment

Program Verification Report, and forwards it to each installation and Nonappropriated Fund

Instrumentality according to the closing schedule. The Shared Service Center posts the AF Form

1736 Nonappropriated Fund Cash Management and Investment Program Verification Report, to

the Air Force Services Financial Management System Report site (https://ssc.afsv.net/) no later

than 10 days after the end of each accounting period. Prepare a separate AF Form 1736,

Nonappropriated Fund Cash Management and Investment Program Verification Report, for each

account and Nonappropriated Fund Instrumentality (i.e., cash, severance, etc.).

11.6. Nonappropriated Fund Financial Statements. The Shared Service Center generates daily

balance sheets and income and expense (I &E) statements for each Nonappropriated Fund

Instrumentality. Final balance sheet and I & E statements are posted no later than 10th workday

after end-of-month.

98 AFMAN34-209 2 OCTOBER 2019

Chapter 12

TRAVEL AND PCS MOVES

12.1. Travel. Defense Travel System use and the Joint Travel Regulation (JTR), will apply to

and be used for travel of all Nonappropriated Fund personnel to the extent possible. (T-1) It is not

used for the payment, only for the orders and travel authorization portion of the travel and

completion of the voucher. Payment of the voucher must take place through the normal

Nonappropriated Fund Disbursement Request Process. Take the documentation from Defense

Travel System for the completed travel and use it as back-up documentation for the Disbursement

Request. Split disbursement is mandatory and may have to be computed manually to determine

the proper amount to pay the traveler and Government Travel Charge Card.

12.1.1. Travel Orders. The Force Support Commander or Director, if designated by the

installation commander, approves Nonappropriated Fund official travel orders. The Resource

Management Flight Chief authenticates and certifies funding availability for Nonappropriated

Fund official travel. The Nonappropriated Fund Accounting Office accounts for

Nonappropriated Fund official travel. The traveler or travel coordinator prepares the travel

orders.

12.1.2. Reimbursable Travel. When AFSVC/FM or other entity reimburses the travel, the

Resource Management Flight Chief sends a letter and all supporting documentation to

AFSVC/FM (or reimbursing authority) within 30 days after the date the employee or

participant completes the travel. Payments are promptly made to the traveler, unless specific

instruction tells you otherwise set up reimbursement from AFSVA/FM in general ledger

account code 1140019, NAFI Receivable–AF-Funded Training and Travel.

12.1.2.1. Reimbursement from AFSVC/FM. If AFSVC/FM does not receive requests

for reimbursement and supporting documentation within 30 days after completion of the

travel, they will not provide reimbursement without sufficient justification accompanying

a late package.

12.1.2.2. Air Mobility Command Transportation. Do not hold up submission of

reimbursement packages, which include documentation for Air Mobility Command travel.

Place a line item in the package for the estimated amount.

12.2. Permanent Change of Station (PCS) Moves. AFSVC/FM centrally funds and pays all

PCS costs for Management Trainee and Career Program selectees. Nonappropriated Fund

Instrumentality funded PCS moves are calculated and paid at installation level.

12.2.1. PCS Advance. Advance travel funds are issued in the amount authorized by the JTR

and recorded in general ledger account code 1280000, Receivable from Employees. At the

time the travel voucher is settled, all applicable taxes will be calculated and withheld.

12.2.1.1. AFSVC/FM Funded Moves. Record employer and employee taxes in the

appropriate payroll tax liability accounts. At the time the travel voucher is settled, the

amount of any advance travel funds, if applicable, is deducted and recorded as a credit to

general ledger account code 1280000, Receivable from Employees. A disbursement

request is processed and the net of the advance and employee taxes are made payable to

the employee. AFSVC/FM forwards a copy of the PCS calculation spreadsheet used to

calculate the payroll tax liability to the Shared Service Center. The Shared Service Center

AFMAN34-209 2 OCTOBER 2019 99

deposits taxes and reports the taxable wages and withheld taxes on the current quarter IRS

form 941, Employer’s Quarterly Federal Tax Return. (T-0)The PCS wages and taxes are

included on the employees current year IRS form W2, Wage and Tax Statement. (T-0)

12.2.1.2. Nonappropriated Fund Instrumentality Funded Moves. Record employer

and employee taxes into general ledger account code 2490000, Other Payables. At the

time the travel voucher is settled, the amount of any advance travel funds, if applicable, is

deducted and recorded as a credit to general ledger account code 1280000, Receivable from

Employees. A disbursement request is processed and the net of the advance and employee

taxes is made payable to the employee. Forward a copy of the PCS calculation spreadsheet

used to calculate the payroll tax liability to the Shared Service Center. The Shared Service

Center initiates a cash transfer to collect the employer and employee taxes. The Shared

Service Center deposits taxes and reports the taxable wages and withheld taxes on the

current quarter IRS form 941, Employer’s Quarterly Federal Tax Return. (T-0) The PCS

wages and taxes will be included on the employees current year IRS form W2, Wage and

Tax Statement. (T-0)

12.2.2. Payment of Advance Wages. Requests for advance wage payments are approved

by the gaining Human Resource Office and forwarded to the gaining Nonappropriated Fund

Accounting Office.

12.2.2.1. Employees making a PCS move to or from a foreign area (excludes the

Continental United States, Alaska, Hawaii, and all United States territories or possessions)

are entitled to advance payment of wages. Advance wage payments are processed in

accordance with guidance provided in the JTR and DoD Financial Management Office,

7000.14-R. (T-0) An employee may request the advance from the gaining

Nonappropriated Fund Instrumentality one month prior to the estimated departure date.

12.2.2.2. The gaining Nonappropriated Fund Accounting Office requests a copy of the

exiting employee's last statement of earnings and manually calculates the advance wage

payment. To determine the amount of the wage advance, multiply net pay times the

number of pay periods authorized (a wage advance is limited to a maximum of six pay

periods). The gaining Nonappropriated Fund Accounting Office submits a disbursement

request for payment to the employee. Record the wage advance as a debit to general ledger

account code 1280000, Receivable from Employees.

12.2.2.3. Prior to issuing advance wages the gaining Nonappropriated Fund Accounting

Office obtains an agreement from the employee, in writing, to settle the wage advance by

payroll deductions not to exceed 26 pay periods beginning with the first pay period

following an assignment to or from a foreign area. The employee has the option to repay

the advance in partial or lump sum payments. The employee must agree to repay the full

balance of the wage advance upon termination of employment. (T-1)

12.2.2.4. The gaining Nonappropriated Fund Accounting Office submits a copy of the

repayment agreement signed by the Resource Management Flight Chief or Fund Custodian

to Shared Service Center Payroll through MyPers. Shared Service Center payroll begins

automatic payroll deductions as established in the agreement. Deductions credit general

ledger account code 1280000, Receivable from Employees and continue until the debt is

paid in full.

100 AFMAN34-209 2 OCTOBER 2019

Chapter 13

PAYROLL

13.1. Basis for Entitlements. The following directives show the basis for entitlements for

Nonappropriated employees: AFMAN34-302, Air Force Nonapproprirated Fund (NAF)

Personnel Benefits Programs, DoDI 1400.25 Volume 1405, Nonappropriated Fund (NAF) Pay,

Awards and Allowances, DoDI 1400.25 Volume 1406, Nonappropriated Fund (NAF) Attendance

and Leave, DoDI 1400.25 Volume 1408 Insurance and Annuities for Nonappropriated Fund

(NAF) Employees.

13.2. Air Force Services Financial Management System. Air Force Services Financial

Management System uses the Human Resource Payroll module in the Oracle Business Suites

database to support payroll and benefits for United States Air Force (USAF) nonappropriated fund

civilian employees. The AFSVC/FM must approve in writing, the use of any payroll system other

than the Air Force Services Financial Management System payroll module used by an Air Force

Nonappropriated Fund Instrumentality. (T-1) Approval is not needed for those systems in use at

the time of this publication for the payment of Foreign National payroll.

13.2.1. Time and Attendance (T&A) Reporting. Before processing pay for an employee,

an authenticated (approved) timesheet must be on file. (T-1) A timesheet is required for each

active employee whether or not the employee is in a pay status. The Activity Manager or

authorized designee certifies each timesheet with his or her signature. Digitally produced

electronic signatures are authorized. Timesheets are completed using the approved AF Labor

Management System. Use of this system is mandatory for all Air Force NAF employees. (T-

1) A list of individuals authorized to sign timesheets must be forwarded to the

Nonappropriated Fund Accounting Office and updated on a continued basis, as necessary. (T-

1) The list should be made part of the Life of the Fund file.

13.2.2. Timesheets are retained for 6 years in accordance with RDS Table and Rule: T 34-14

R 39.01.

13.2.3. Overtime (OT) Approval. Overtime payments are required for hours worked that

are officially ordered or approved. Non-exempt employees must also be paid for overtime

suffered or permitted. (T-0) Generally, if management determines the need for overtime work,

it must be approved, in writing, in advance. (T-1)

13.2.3.1. The scheduled or potential OT report generated by the Labor Management

System should be used to obtain the approval. An exception to the prior approval rule are

instances where overtime work is required on short notice and prior written authorization

cannot be obtained.

13.2.3.2. It is the responsibility of management to ensure employees work only during

their scheduled tour of duty. Approvals for scheduled OT are handled at the activity and

are not forwarded to the Nonappropriated Fund Accounting Office. Overtime payment is

authorized by the employee’s supervisor or designee via an authenticated timesheet.

AFMAN34-209 2 OCTOBER 2019 101

13.3. Direct Deposit. Nonappropriated Fund employees are required to receive payment by

Electronic Funds Transfer (EFT). (T-0) Direct Deposit for payment of wages is a condition of

employment. The employee may request a waiver to this requirement if he/she determines direct

deposit imposes a hardship as specified in 31 Code of Federal Regulations Part 208, Management

of Federal Agency Disbursements. Waiver requests should be rare and fully meet the criteria in

the waiver request form at Services Installations Support Portal. Active employees use MyMoney

at https://nafpay.afsv.net/OA_HTML/AppsLocalLogin.jsp to retrieve Leave and Earning

Statements (LES). Payment of wages is available on the Friday following the end of the pay

period. Pay dates in Air Force Services Financial Management System are handled

programmatically. As an exception, pay dates are Thursday, the preceding day, when a federal

holiday is observed on a scheduled pay day.

13.4. Manual Pay Preparation. The Nonappropriated Fund Accounting Office will reference

TA-AFSFMS-39, Offline Payroll Processing, located on the Services Installations Support Portal

for detailed process to request an offline payment of wages when necessary due to unreported or

under reported hours.

13.4.1. Central Cashier Payments. The Nonappropriated Fund Accounting Office

calculates the amount due the employee and with Resource Management Flight Chief approval

pays 75% of the calculated amount. Record the payment as a debit to general ledger account

code 8120007, Miscellaneous Income–Payroll (Central Cashier), in the employee’s assigned

cost center.

13.4.2. Offline Electronic Funds Transfer (EFT). The Base Liaison forwards the offline

EFT request to The Shared Service Center Payroll Branch.

13.4.2.1. The request should include the employee’s name, social security number, copy

of the time card signed by the Resource Management Flight Chief, and specific details with

an explanation of why the offline EFT is necessary. The request must be approved by the

Resource Management Flight Chief. (T-1)

13.4.2.2. The Shared Service Center Payroll Branch will run a quick pay to calculate the

amount due the employee, process an off cycle EFT, and notify the base liaison of the date

and amount paid. NOTE: Allow two business days for the payment to post to the

employee’s bank account.

13.4.2.3. The Shared Service Center Payroll Branch includes the retroactive hours in the

subsequent pay period and records the net pay amount as a negative miscellaneous

deduction, crediting general ledger account code 8120008 in the employee’s assigned cost

center.

13.4.2.4. Air Force Services Center or Financial Management Office will process a cash

transfer for the net amount of the off cycle EFT, debiting general ledger account code

8120008, Miscellaneous Income–Payroll (EFT), in the employee’s assigned cost center.

NOTE: Do not transfer amounts in this general ledger account code as the two entries will

clear. If an amount does not clear, contact the Shared Service Center Payroll for assistance.

102 AFMAN34-209 2 OCTOBER 2019

13.5. Payroll Adjustment Worksheet. A Payroll Adjustment Worksheet (PAW) is used to

request manual adjustments or corrections to employees’ hours.

13.5.1. The Base liaison creates and submits one Payroll Adjustment Worksheet per pay

period per installation.

13.5.2. PAWs are submitted via MyPers and due to The Shared Service Center Payroll Branch

no later than Tuesday of the non-payroll week, unless otherwise specified.

13.6. Final Pay. Nonappropriated Fund employees are governed by federal law; as such there

are no federal requirements to issue the final paycheck any time prior to its normal issue date.

13.7. Loans to Employees. AFMAN34-201 prohibits loans to employees (such as an advance

payment of wages). Exception: Nonappropriated Funds are authorized for cash advances against

an authenticated travel order before official travel, advance payment of wages for overseas PCS

moves, or the advancement of leave.

13.8. Payroll Interface to the General Ledger. The Air Force Services Financial Management

System uses the payroll module to create a file for upload into the accounting system to provide

automatic posting of journal entries to the general ledger. The general ledger entries required

(actual, accrual, and reversal) for the individual pay periods are automatically posted to expense

payroll costs and establish liabilities. All employer liabilities with the exception of general ledger

account code 2170000, Accrued Payroll and general ledger account code 2150000, Accrued

Annual Leave Payable are centrally recorded and disbursed.

13.9. Adjustments to Payroll Accruals. The Resource Management Flight Chief approves any

adjustment to the accrual amount. The authorized adjustments to the automated payroll accrual

entries are only for activities for December accrual when a significant over-accrual occurs due to

the holiday schedule. The activity manager uses the detailed Employer Liability Report for month

end December to verify the accrual. The activity manager provides a worksheet capturing the

actual accrual, projected accrual, and variance to the Nonappropriated Fund Financial Analyst for

independent certification.

13.9.1. The Resource Management Flight Chief reviews the information, assuring all accrued

payroll expenses are included in the request, and authorizes the adjustment. Approvals should

be rare and over-accruals determined to be material. The Resource Management Flight Chief

forwards the adjustment request, Employer Liability Report, back-up worksheet, and

Nonappropriated Fund Financial Analyst certification to the Nonappropriated Fund

Accounting Office for processing.

13.9.2. The Nonappropriated Fund Accounting Office creates a general ledger adjustment

form in NAFDIS reversing the actual accrual and to enter the projected accrual. As a reminder,

the reversal of all adjusting entries made in December must be recorded in January.

13.10. Unclaimed Wages. The Shared Service Center voids all undeliverable and stale-dated

(120 days from date of issue) payroll payments and initiates a cash transfer general ledger

adjustment forms to record the unclaimed wages in 2250001, Unclaimed Wages of the issuing

Nonappropriated Fund Instrumentality. Every 30 days, the Shared Service Center will initiate a

cash transfer general ledger adjustment forms to record EFT Rejects, unresolved after 120 days,

to 2250001, Unclaimed Wages of the issuing Nonappropriated Fund Instrumentality.

AFMAN34-209 2 OCTOBER 2019 103

13.10.1. The Nonappropriated Fund Accounting Office should make every attempt to ensure

employees receive wages due them. Document each attempt to contact, in writing or by phone,

and make part of the subsidiary to the general ledger control account 2250001, Unclaimed

Wages. If the wages are later claimed, the Nonappropriated Fund Accounting Office processes

a disbursement request in NAFDIS to reissue the wages directly from general ledger account

code 2250001.

13.10.2. Wages remaining unclaimed after one year are transferred to 8120000, Miscellaneous

Income of the issuing cost center.

13.11. Individual Pay Record. Under the Air Force Services Financial Management System

automated payroll system the integrity of individual master pay records must be maintained to

meet the 56 year permanent file retention in accordance with Air Force Records Information

Management System. (T-0) Refer to Records Disposition Schedule (RDS) Table and Rule: T 34-

14 R 38.00.

13.11.1. For those bases with an AFSVC/FMA approved waiver to process local payroll

outside of Air Force Services Financial Management System, the Nonappropriated Fund

Accounting Office must maintain a permanent master record of salary payments, deductions,

adjustments, and benefits affecting each employee’s pay on an individual pay record for 56

years. (T-0)

13.11.2. Protect the Individual Pay Record from loss or damage by storing the forms in files

with locks or by locking the room in which these records are kept. While not mandatory, use

fireproof equipment when possible. Maintain Individual Pay Record and related documents

for audit. AFSVC/FMA conducts an investigation if Individual Pay Record are lost or

damaged beyond reconstruction. The investigation determines whether the supervisor caused

the loss or damage due to negligence. Fully document all pertinent details, including the

amount involved, circumstances surrounding the loss, and whether the Nonappropriated Fund

Accounting Office recommends reconstructing the records. Include reasons to justify the

recommendation.

13.12. Annual and Sick Leave. The Shared Service Center Payroll Branch maintains annual

and sick leave records. Activity Managers use Discover Viewer to retrieve the Annual and Sick

Leave Record report; see TA-AFSFMS-34, Annual and Sick Leave Record for guidance.

Management utilizes this report to ensure adequate balances are available when approving time-

off requests.

13.12.1. Employees should request annual leave, LWOP, and request or document sick leave,

using OPM Form 71, Request for Leave or Approved Absence. Leave is not credited to

employees' accounts until the end of the pay period; employees may not use leave in the pay

period it is earned. (T-0). NOTE: An employee must serve under a regular appointment for a

continuous period of ninety calendar days before crediting Annual leave to the employee's

account. (T-0) Any credited Annual leave will reflect on the Leave and Earnings

Statement/Statement of Earnings (SOE), the pay-period after it is earned.

13.12.2. Sick leave is earned immediately upon serving in a regular appointment and will be

credited to the Leave and Earnings Statement and SOE in the pay period after it is earned.

13.12.3. The supervisor or the supervisor's designee approves leave requests. The timekeeper

or supervisor records leave on the employee’s timesheet.

104 AFMAN34-209 2 OCTOBER 2019

13.13. The activity retains OPM Form 71 . Request for Leave or Approved Absence as the

source document for employees' leave requests and to resolve any discrepancies. OPM Form

71,Request for Leave or Approved Absence is retained for the life of the timesheet under RDS

Table and Rule: T 34-14 R 39.01.

13.14. Leave Balance Insufficient to Cover Leave Requested. Activity managers review

leave balances of their employees. Inform the employee if the leave accumulated does not cover

the leave requested. Document approvals of leave without pay, annual leave, or other types of

leave necessary to excuse the employees’ absence from duty not covered by accrued leave. The

Air Force Services Financial Management System payroll module will default to Annual Leave

(AL) when the balance is insufficient to cover Sick Leave hours submitted. AL hours with an

insufficient balance will default to LWOP.

13.15. Advance Annual and Sick Leave. Refer to the NAF Personnel Program Management

and Administration Procedures Guide, on the Services Installations Support Portal for application

and approval of advance annual and sick leave. Refer to AFMAN34-202 Protecting

Nonappropriated Fund Assets, for collection of advance annual and sick leave when an employee

who owes the Nonappropriated Fund Instrumentality advance leave separates from employment

for reasons other than death, disability, retirement or resignation for physical disability.

13.15.1. Nonappropriated Fund HRO forwards a copy of the approved advance leave request

to the Shared Service Center Payroll Branch.

13.15.2. Advance annual leave or sick leave is recorded as Annual Leave Taken or Sick Leave

Taken (SLT) on the timesheet. The Shared Service Center Payroll Branch loads the advanced

hours to the employee’s record in the same pay period as they are used. The advance leave

balance is reduced by the current period’s accrual.

13.15.3. Adjustments are discontinued once the Nonappropriated Fund Instrumentality

recoups all authorized advance leave. If the employee separates for reasons other than those

in paragraph 13.15 before the Nonappropriated Fund Instrumentality recoups advance leave,

subtract the dollar amount from any accumulated leave or final wages earned. Refer to

AFMAN34-202, Protecting Nonappropriated Fund Assets, if funds are insufficient.

13.16. Transfer of Annual and Sick Leave. A regular employee who transfers to another AF

Nonappropriated Fund Instrumentality transfers all accrued annual and sick leave hours. (T-0) See

the NAF Personnel Program Management and Administration Procedures Guide for procedures if

a regular Nonappropriated Fund employee is transferring from one DoD Nonappropriated Fund

Instrumentality to another DoD Nonappropriated Fund Instrumentality.

13.16.1. SF 1150, Record of Leave Data. The Nonappropriated Fund HRO completes SF

1150 for all terminating regular employees including those transferring to another base, and

those changing from a regular to flexible employment category. Record the balance of annual

leave and sick leave hours and annotate any lump sum leave paid and the hourly rate at which

it was paid. In addition, record any family medical leave taken in the past 12-month period.

The benefit separation code used in Defense Civilian Personnel Data System defines how the

Air Force Services Financial Management System payroll module handles the final payout or

transfer of annual leave. See TA-AFSFMS-33, Nonappropriated Fund Payroll SF-1150.

AFMAN34-209 2 OCTOBER 2019 105

13.16.2. Air Force Services Center Financial Management Office records the necessary

adjustments to general ledger account code 2150000, Accrued Annual Leave Payable, and

initiates a cash transfer for the value of accumulated AL when a regular employee transfers

from one AF Nonappropriated Fund Instrumentality to another AF Nonappropriated Fund

Instrumentality.

13.16.2.1. Follow guidance in the NAF Personnel Program Management and

Administration Procedures Guide and TA-AFSFMS-40, Transfer In or Out From an

Outside Services Agency (Nonappropriated Fund or AAFES), when paying the value of

accumulated Annual Leave to another DoD Nonappropriated Fund Instrumentality.

13.16.2.2. The gaining Nonappropriated Fund Instrumentality absorbs the difference

should the dollar value of the transferred leave vary, as a result of a higher or lower pay

rate.

13.16.3. There is no transfer of funds with Sick leave. Transferred hours are recorded in the

employee’s master record. Payment for unused sick leave is not made to an employee under

any circumstance. (T-0)

13.17. Transfer of Annual Leave Under Portability. A regular employee who transfers from

Appropriated Funds employment to Nonappropriated Fund or Nonappropriated Fund to

Appropriated Funds must transfer all accrued annual and sick leave hours. In these instances, the

gaining and losing organizations do not exchange funds. (T-0) See the Nonappropriated Fund

Personnel Program Management and Administration Procedures Guide for additional information

on this process.

13.17.1. For Nonappropriated Fund to Appropriated Funds employment transfers, the

employee does not receive lump sum leave. The Air Force Services Financial Management

System payroll module systematically adjusts the value of the transferred employee's annual

leave to 7010001, Annual Leave Value Transferred and Taken.

13.17.2. For Appropriated Funds employment to Nonappropriated Fund transfers, the Air

Force Services Financial Management System payroll module systematically debits 7010001

for the value of annual leave hours transferred in.

13.18. Military Leave. Refer to the NAF Personnel Program Management and Administration

Procedures Guide to determine eligibility and the amount of military leave to grant an employee.

Grant an eligible employee any military leave available to them when ordered to active duty. Do

not grant annual leave or LWOP for such active duty until the employee uses all the military leave

available to him or her unless this would result in a forfeiture of annual leave. Military leave

request must be supported by a copy of the orders. (T-0) Orders to active duty are retained for the

life of the timesheet on which the absence is first reported. The employee submits a certification

by the appropriate military officer as evidence that the active military duty was performed. Retain

the certification for the life of the timesheet on which the return to duty is reported.

106 AFMAN34-209 2 OCTOBER 2019

13.18.1. The activity records military leave as “MLV” on the timesheet. If the timekeeping

system in use does not support this pay type, process the timesheet with regular hours and

annotate the days of military leave taken. Military leave is charged only for hours during which

a civilian employee would otherwise have been scheduled to work and receive pay. No charge

is made for non-workdays at the beginning and end of a period of absence on active military

duty. Neither is there a charge for weekends and holidays that occur within the period of

military service. The activity manually tracks approved, used, and the available balance of

Military Leave.

13.18.2. See the NAF Personnel Program Management and Administration Procedures Guide

for guidance on employees ordered into active duty for the purpose of performing military

duties in support of civil authorities in the protection of life and property. If an employee is

called to active duty under this guidance, the Nonappropriated Fund Instrumentality is entitled

to reduce the employee’s Nonappropriated Fund pay by the amount of military pay received

during the leave period. Compensation (other than for travel, transportation, or per diem

allowance) received while on active duty is turned in to the Nonappropriated Fund

Instrumentality to be credited toward the pay received from the employee's Nonappropriated

Fund position. This leave is granted only for scheduled workdays, and the employee's

Nonappropriated Fund pay is reduced only by the amount received for military service

performed on a workday. Do not consider military pay received for non-workdays.

13.19. Military Furlough. Lump Sum Leave is paid out when Nonappropriated Fund HRO

processes AF Form 2545, Nonappropriated Fund Instrumentality Notification of Personnel

Action, to place an employee on Military Furlough. The time spent in a military furlough status

counts toward creditable service for leave accrual and the retirement program.

13.19.1. Nonappropriated Fund HRO submits AF Form 2545 Nonappropriated Fund

Instrumentality Notification of Personnel Action, to The Shared Service Center Payroll Branch

as a directive to pay Lump Sum Leave

13.20. Court Leave. Refer to the NAF Personnel Program Management and Administration

Procedures Guide to determine the amount of court leave to grant an employee.

13.20.1. Process the timesheet with court leave hours and annotate the days absent for jury

duty. The summons is retained for the life of the timesheet showing the first absence.

13.20.2. Regular employees on court leave receive their regular pay for such time off, or retain

court fees received from the court, whichever is the greater amount. If court fees are the lesser

amount, the employee pays such fees to the Nonappropriated Fund Instrumentality.

Transportation fees, when separately identified, or identifiable, are not surrendered by the

employee; transportation costs include parking fees. Deposit court fees to the employee’s cost

center in general ledger account code 8120000, Miscellaneous Income.

13.20.3. The employee submits a statement showing the amount of court fees received and

transportation costs incurred. The statement is retained for the life of the timesheet in which

the return to duty is reported. When a state statute provides for reimbursement of expense or

an expense allowance rather than a jury fee, employees receive regular pay and the money paid

by the court.

AFMAN34-209 2 OCTOBER 2019 107

13.21. Discounted Meals Furnished to Employees. Discounted meals furnished to employees

on the activities’ premises for the convenience of the Nonappropriated Fund Instrumentality are

considered non-compensatory and therefore not taxable. (T-0) Refer to the appropriate Force

Support Activity instruction and IRS Publication 15-B, Employee’s Tax Guide to Fringe Benefits.

13.21.1. The IRS defines "meals furnished for the convenience of the employer" as when:

13.21.1.1. The employer provides a meal on workdays and during working hours.

13.21.1.2. The employer requires employees to be available for emergency calls during

the meal period.

13.21.1.3. The nature of the business requires employees to have a short meal period (such

as 30 to 45 minutes) and employees could not be expected to eat elsewhere in the allotted

time.

13.21.1.4. Employees cannot otherwise secure proper meals within a reasonable time in

the vicinity of the employer.

13.21.2. The activity will absorb the expense of the discounted employee meals in the cost of

goods as a reduction to sales. (T-0)

13.22. Employee Awards. Nonappropriated Fund employees’ cash incentive awards include

performance awards, special act or service awards, and on-the-spot awards. The supervisor

initiates the award using AF Form 1001, Award Recommendation Transmittal, and forwards the

request to the appropriate approval authority. The supervisor then submits the approved form in

the Defense Civilian Personnel Data System for Nonappropriated Fund HRO action.

13.22.1. All awards, regardless of the type, are processed through the Air Force Services

Financial Management System payroll module.

13.22.2. Awards are taxable and must be included in wages on Form W-2, Wage and Tax

Statement.

13.23. Severance Benefits. Severance benefits are payments to employees who are separated

from employment through a business based action; guidance is found in the NAF Personnel

Program Management and Administration Procedures Guide. Both US citizens and Foreign

Nationals employees are eligible for severance pay. Severance benefits are also referred to as

"notice pay" in some Status of Forces Agreements for Foreign Nationals employees. The

Nonappropriated Fund Instrumentality treats severance benefits as a contingent liability. The

Nonappropriated Fund Instrumentality does not accrue for contingent liabilities until the liability

can be estimated and it is probable that the contingent event will occur. Do not confuse severance

benefits with separation allowances which are addressed in paragraph 13.24. Note: Severance

and separation allowances are tracked and accounted for separately. Adhere to host nation customs

and practices and comply with any applicable international, implementing, and subsidiary

agreements and arrangements regarding severance benefits of foreign nationals.

108 AFMAN34-209 2 OCTOBER 2019

13.23.1. The Resource Management Flight Chief, working with Nonappropriated Fund HRO,

computes estimated severance liability and establishes an accrual by debiting general ledger

account code 711000X, Severance Benefits, to recognize the severance expense. Bases

scheduled for closure will use general ledger account code 964000X, Loss Due to Severance

Expense for Discontinued Operations. The offset credit is made to general ledger account code

209000X, Severance Benefits Payable (if the amount is considered current) or general ledger

account code 2590000 (if the amount is considered long-term) to recognize the severance

liability. Ensure you record the expense in the cost center where the employee is assigned.

Shred the expense general ledger account code (711 or 964) between severance benefits

accrued for Foreign Nationals employees and US employees. The Nonappropriated Fund

Accounting Office adjusts fluctuations in foreign currency ratio on a monthly basis to coincide

with financial statement reporting. Monthly adjustments ensure the accuracy and validity of

the severance liability accounts.

13.23.2. AFSVC/FM determines the level of funding required for each Nonappropriated Fund

Instrumentality, expressed as a percentage of the estimated total liability. Compute

percentages by country, installation, or Nonappropriated Fund Instrumentality. Do not

establish funding levels at less than 25%. Revalidate funding levels at least annually. Increase

funding to 100% when the severance is payable in one year (or less). For closing installations,

increase the funding level to 100% when the base is placed on the definite closure list.

13.23.2.1. The Nonappropriated Fund Accounting Office sets aside funds to pay severance

liabilities in the Severance Benefits Investment Program. General ledger account codes

1080000, Investment Severance Benefits, and 1950001, Long Term Investments-

Severance Benefits, are used to record the amount of funding set aside for severance

benefits. The Nonappropriated Fund Accounting Office contacts AFSVC/FMA to

establish a Severance Benefits Investment Account. The amounts for current and long-term

investments are included in the request. AFSVC/FMA establishes the account and initiates

the Cash Management and Investment Program transfer of funds.

13.23.2.2. The Nonappropriated Fund Accounting Office notifies AFSVC/FMA of the

amount of the total payment due when the severance allowance becomes payable.

AFSVC/FMA initiates the Cash Management and Investment Program transfer of funds,

and notifies Shared Service Center, Cash Reconciliation Branch to process the general

ledger adjustment forms to reclassify the funds from the appropriate investment general

ledger account code to general ledger account code 1010000.

13.23.3. Severance benefits are paid to employees in accordance with the NAF Personnel

Program Management and Administration Procedures Guide. The Nonappropriated Fund

HRO records on the AF Form 2545, Nonappropriated Fund Instrumentality Notification of

Personnel Action, a remark that includes the total severance pay entitlement, the bi-weekly

payment and the number of weeks the entitlement is paid. Nonappropriated Fund HRO

forwards the AF Form 2545, Nonappropriated Fund Instrumentality Notification of Personnel

Action,, via MyPers to the Shared Service Center Payroll Branch.

13.23.3.1. Severance pay is payable to an employee at the same pay period intervals that

salary would be paid if the employee were still employed.

AFMAN34-209 2 OCTOBER 2019 109

13.23.3.2. If the total severance pay entitlement would otherwise be distributed in four

biweekly payments or less, a lump sum payment of the total severance pay entitlement is

made.

13.23.3.3. Severance payments are subject to income tax, Social Security tax, and

Medicare tax deductions. (T-0)

13.23.4. If a business based action occurs and the affected employee worked less than one

year in an activity of a Nonappropriated Fund Instrumentality after a transfer from another

activity of the Nonappropriated Fund Instrumentality, the activity where the employee was

employed initially bears the severance expense.

13.24. Separation Allowances. Separation allowances may be due to Foreign National

employees in those countries where the Status of Force Agreement (SOFA) provides for such a

benefit. These allowances, also referred to as "end of employment pay", are due to the Foreign

Nationals employee regardless of the reason for terminating Nonappropriated Fund employment.

A separation allowance is an estimable liability and is accrued, on a monthly basis, over the period

of the employee's Nonappropriated Fund employment. The Resource Management Flight Chief

reviews the SOFA to determine the separation allowance provided to Foreign Nationals employees

in order to determine the amount of liability to accrue. Note: The Resource Management Flight

Chief must ensure the separation allowance is accounted for and tracked separately from severance

benefits provided to Foreign Nationals employees (refer to paragraph 13.23). (T-0)

13.24.1. The Resource Management Flight Chief, working with Nonappropriated Fund HRO,

computes the necessary separation allowance to accrue for each Foreign Nationals employee.

Each month the Resource Management Flight Chief establishes an accrual by debiting general

ledger account code 707000X, Foreign National Benefits, in the assigned cost center, to

recognize the separation allowance the employee earned for the current month. The offset

credit is made to 2580000, Separation Allowance Payable, to recognize the separation

allowance liability. Shred general ledger account code 707 to separately recognize the Foreign

Nationals benefits that are for separation allowances. The Nonappropriated Fund Accounting

Office adjusts fluctuations in foreign currency ratio on a quarterly basis to coincide with

financial statement reporting. Quarterly adjustments ensure the accuracy and validity of the

separation allowance liability accounts. When the separation allowance is payable within the

next 12 months, reclassify the current portion into general ledger account code 2220000,

Separation Allowance Payable.

13.24.2. AFSVC/SVI determines the level of funding required for each Nonappropriated Fund

Instrumentality, expressed as a percentage of the estimated total liability. Compute

percentages by country, base or Nonappropriated Fund Instrumentality. Do not establish

funding levels at less than 25%. (T-0). Revalidate funding levels at least annually. Increase

funding to 100% when the severance is payable in one year (or less). For closing bases,

increase the funding level to 100% when the base is placed on the definite closure list. (T-0)

110 AFMAN34-209 2 OCTOBER 2019

13.24.2.1. The Nonappropriated Fund Accounting Office sets aside funds to pay

separation liabilities in the Severance Benefits Investment Program. General ledger

account codes 1080001, Investment Separation Allowances, and 1950002, Long Term

Investments-Separation Allowance, are used to record the amount of funding set aside for

separation benefits. The Nonappropriated Fund Accounting Office contacts AFSVC/FMA

to establish a Severance Benefits Investment account (Use the same Severance Benefits

Investment account established in paragraph 13.23.2.1 above). The amounts for current

and long-term investments are included in the request. AFSVC/FMA establishes the

account, initiates the Cash Management and Investment Program transfer of funds and

notifies Shared Service Center Cash Reconciliation Branch to process the general ledger

adjustment forms to reclassify the funds from general ledger account code 1010000, Cash

In Bank, to the appropriate investment general ledger account code.

13.24.2.2. The Nonappropriated Fund Accounting Office notifies AFSVC/FMA of the

amount of the total payment due when the severance allowance becomes payable. Air

Force Services Center Financial Services Branch initiates the Cash Management and

Investment Program transfer of funds, and notifies Shared Service Center Cash

Reconciliation Branch to process the general ledger adjustment forms to reclassify the

funds from the appropriate investment general ledger account code to general ledger

account code 1010000.

13.25. Labor Transfers. The activity manager completes a Transfer between Cost Centers form

when employees work outside of their assigned cost center. The Transfer Between Cost Centers

is used to support the general ledger adjustment forms to transfer labor between activities by

increasing or decreasing the respective payroll accounts (70100XX, 7030000, 7080000, 7100000)

for the activities involved. Transfer the amount of the expense to cover the hourly rate of pay,

differential, premium, overtime, Federal Insurance Contributions Act (FICA), workers’

compensations and unemployment compensation. (T-1)

13.26. Tip Reporting. Tips are not the same as service charges as described in paragraph 13.28.

Tips are discretionary (optional or extra) payments determined by a customer that employees

receive from customers. Employees who receive $20.00 or more in tips in any one month must

report all tips received to their employer. (T-0) The $20.00 tip amount is further prorated to $9.23

in tips per pay period. Tips include cash left by customers, tips customers add to debit or credit

card charges, and tips you receive from other employees. Employees must keep sufficient proof

to show the amount of tip income for the year; a daily record of tip income is considered sufficient

proof. (T-0) Employees should record all tips (cash and charge) on a daily basis using IRS Form

4070A, Employees Daily Record of Tips, or a similar form. At the end of the pay period,

employees consolidate cash and charge tips received, as documented on their copies of IRS Form

4070A, Employees Daily Record of Tips, and complete IRS Form 4070, Employees Report of Tips

to Employer. The employee signs IRS Form 4070, Employee’s Report of Tips to Employer and

turns in the completed form to the timekeeper at the end of the each period. The timekeeper verifies

all reported tips are captured on the current period’s timesheet(s). The activity requires negative

reports from tipped employees. A tipped employee means any employee engaged in an occupation

in which he or she customarily and regularly receives more than $30 a month in tips. Review

Training Aid NA-43, Tip Reporting Requirements and Tip Processing Procedures, for detailed

instructions.

AFMAN34-209 2 OCTOBER 2019 111

13.26.1. Tips are subject to all Federal and state payroll taxes; the employee must report tips

received to the employer each pay period. (T-1) Refer to the current IRS Publication 15

(Circular E), Employer’s Tax Guide and Training Aid NA-43, Tip Reporting Requirements

and Tip Processing Procedures, for treatment of employee tips.

13.26.2. Reported tips are accumulated in the payroll system and recorded on IRS Form W2

Wage and Tax Statement in box 7, Social Security Tips. Social Security Tips are considered

in the maximum wage base limit for Social Security tax as described in paragraph 13.39.4.

13.26.3. Employers should inform tipped employees that the Social Security Administration

(SSA) will use the tips they report when computing future social security benefits.

13.27. Tip Allocation. The Tax Equity and Fiscal Responsibility Act of 1982, Public Law 97-

248, Tax Equity and Fiscal Responsibility Act of 1982, contains a provision on tip reporting

compliance. The law requires large food or beverage establishments to keep records on allocable

gross food or beverage sales served in a tipped environment where tipping employees is customary.

(T-0) This law does not apply to food or beverage operations outside the United States.

13.27.1. A food or beverage operation is any business activity which provides food or

beverages for consumption on the premises, other than fast food operations. A large food or

beverage operation is defined as one that is located in the 50 states or in the District of

Columbia, where tipping of food or beverage employees by customers is customary (such as

fine dining or sports bar food service), and employed more than 10 employees on a typical

business day during the preceding calendar year. Generally, tipping is not considered

customary in a cafeteria-style operation or if at least 95% of total sales (other than carryout)

had a service charge of 10% or more. If tipping is not considered customary, the food or

beverage operation is not a large food or beverage establishment. (T-0)

13.27.2. The Tax Equity and Fiscal Responsibility Act, Public Law 97-248, Tax Equity and

Fiscal Responsibility Act of 1982, further requires an employer issue tip allocations to

employees whose reported tips amount to less than 8 percent of the allocable gross receipts

within one reporting period. (T-0) For AF Nonappropriated Fund tip allocations the reporting

period begins with the first day of pay period “Z” of the previous calendar year and ends with

the last day of pay period “Y” of the current calendar year. (T-0) All report data must coincide

with the reporting period. The Nonappropriated Fund Accounting Office forwards the “Tip

Allocation Spreadsheet” by the published deadline to AFSVC/FMA. Forward only those

reports requiring tips be allocated to employees. AFSVC/FMA reports allocated tips in box 8,

Allocate Tips on individual Forms W-2.

13.27.3. The Nonappropriated Fund Accounting Office is responsible for preparing IRS Form

8027, Employer's Annual Information Return of Tip Income and Allocated Tips, for each

establishment subject to an allocation. (T-0)

13.27.3.1. File the IRS Form 8027, Employer's Annual Information Return of Tip Income

and Allocated Tips on or before 31 March of the year following the reporting period. (T-

0) Review Training Aid NA-45, Tip Allocation Procedures and IRS Instructions for Form

8027, for detailed instructions.

112  AFMAN34-209  2 OCTOBER 2019 
13.27.3.2.  The law provides for a penalty if you do not file IRS Form 8027, Employer's 
Annual Information Return of Tip Income and Allocated Tips  on time unless you can show 
reasonable cause for the delay.  IRS Form must be filed for all establishments determined 
to be large food or beverage operations even when tips are not allocated for the reporting 
period. (T-0) 
13.27.4.  Reducing Tip Allocation.    Employers can apply to the IRS District Director of the 
district  in  which  the  employer’s  food  and  beverage  establishment  is  located  to  have  the 
required  8%  allocation  of  gross  receipts  reduced  (not  below  2%).    The  District  Director 
determines the best estimate to be applied against gross receipts. 
13.28.  Service Charges.    Service charges represent amounts shown on party contracts as the 
additional fee a customer is required to pay for services provided by management and employees 
at  a  special  function.    The  Community  Services  Flight  Chief  must  write  a  local  Operating 
Instructions on the treatment of special function service charges in Services Nonappropriated Fund 
activities. (T-1)  The Operating Instructions establishes the percentage of the special function 
service charge employees working the function receive, if any.  Ensure this percentage is consistent 
for all Nonappropriated Fund activities.  Service charges are not tips, as described in paragraph 
13.26, and are reported differently than tips.  If service charges are distributed to employees, report 
service charges as gratuities on the employee’s timesheet..  Service charges paid to employees are 
treated as supplemental wage payments and processed as earnings in the payroll system. 
13.29.  Other Authorized Deductions.    In addition to the deductions for which procedures have 
been previously prescribed, deductions are authorized for: 
13.29.1.  Federal tax levies (refer to the note in paragraph 13.29.4). 
13.29.2.  Garnishment for child support or alimony or other court ordered indebtedness (refer 
to the note in paragraph 13.29.4). 
13.29.3.  As ordered by a Federal bankruptcy court to pay all or any part of income due the 
employee to a trustee under Public Law 95-598, Bankruptcy (refer to the note in paragraph 
13.29.4). 
13.29.4.  Judgments levied by United States Federal Court under Section 124 of Public Law 
97-276,  Collection  of  Indebtedness  of  Employees  of  Federal  Government  Resulting  from 
Action or Suit Brought Against Employee by United States. NOTE: Forward all originals of 
court ordered deductions to Air Force Services Center Judge Advocate Office (AFSVC/JA).  
Service of process shall not be accomplished until AFSVC/JA has been properly served.  Mail 
to: 2261 Hughes Ave Suite 156, JBSA Lackland, TX 78236-9854. 
13.29.5.  Collection  of  indebtedness  to  Nonappropriated  Fund  Instrumentalities  (refer  to 
AFMAN34-202, Protecting Nonappropriated Fund Assets, including: 
13.29.5.1.  Quarters and utility charges. 
13.29.5.2.  Travel advance refunds. 
13.29.5.3.  Collection of hospital charges incurred in relation to employment. 
13.29.5.4.  Charges for use of childcare facilities. 

AFMAN34-209 2 OCTOBER 2019 113

13.29.5.5. Miscellaneous authorized deductions, including indebtedness to the employing

Nonappropriated Fund Instrumentality and indebtedness administratively determined

under AFMAN34-202, Protecting Nonappropriated Fund Assets, .

13.29.6. Union dues as requested by the employee.

13.29.7. Contributions to Combined Federal Campaign as requested by the employee.

13.29.8. Allotments to financial organizations (banks, credit unions, etc.) as requested by the

employee.

13.29.9. Voluntary allotment for alimony and child support as requested by the employee.

13.29.10. Voluntary allotment to the IRS as requested by the employee.

13.30. Supporting Statement for Voluntary Deductions. The employee must sign a statement

authorizing the deduction, when a voluntary payroll deduction is to be taken. (T-0) The

Nonappropriated Fund HRO forwards a copy to Shared Service Center Payroll Branch and retains

the original.

13.31. Priority of Deductions. If the gross salary of an employee is not sufficient to permit all

deductions to be made, then deductions will be made in the order of precedence established by the

OPM Memorandum PPM-2008-01; Order of Precedence. (T-0)

13.32. Withholding Allowance Certificate. At the start of employment, an employee

completes Form W-4, Employee’s Withholding Allowances Certificate, and any other forms

required for withholding state or local tax. The number of allowances claimed and the employee’s

marital status provide the basis to compute federal income tax withholding. Form W-4 serves as

a source document for the New Hire Template and entry into the Air Force Services Financial

Management System payroll module. If a new employee does not submit a completed Form W-

4, withhold income tax as if he or she is single, with no withholding allowances. Once filed, a

Form W-4 remains in effect until the employee elects a change. Subsequent changes to Form W-

4 are made by the employee in MyMoney. All original Forms W-4 are to remain on file with

Nonappropriated Fund HRO for as long as the employee is in an active status.

13.32.1. Changes to state withholdings can be made through MyMoney at

https://nafpay.afsv.net/OA_HTML/AppsLocalLogin.jsp.

13.32.2. Allowances Claimed. Instructions for determining the number of allowances are

found on the Form W-4.

13.32.3. Exemption from Federal Income Tax Withholding or 10 or More

Exemptions. An employee may claim to be exempt from income tax withholding because

he or she was not liable for income tax last year and does not expect to have a liability for the

current year.

13.32.3.1. Any Form W-4 to include electronic elections made in MyMoney claiming

exemption from withholding for the previous year expires on 15 February. Notify

employees who claimed exemption from income tax withholding in the previous year to

update their elections in MyMoney no later than 15 February of the current tax year.

Employees who make amendments in MyMoney to claim Federal Tax exemption are

required to electronically certify they are entitled to the exemption.

114 AFMAN34-209 2 OCTOBER 2019

13.32.3.2. Begin withholding for any employee who previously claimed exemption from

withholding but has not submitted a new Form W-4 for the current year. If the employee

does not submit a new Form W-4, withhold tax based on the last valid Form W-4 you have

for the employee that does not claim exemption from withholding or, if one does not exist,

as if he or she is single with zero withholding allowances.

13.32.3.3. If the employee claiming exemption from withholding updates MyMoney after

February 15, you may apply the exemption to future wages, but do not refund taxes

withheld while the exempt status was not in place. Employers must be able to show that

Forms IRS Form W4, Employee’s Withholding Allowances Certificate are on file as

supporting documents. (T-0)

13.32.4. Additional Withholding. An employee who wants to increase the amount of tax

withheld may reduce or eliminate the number of allowances to which he or she is entitled, or

authorize an amount of additional tax to be withheld on Form W-4. Additionally, a married

employee can request to withhold taxes at the single rate. Employees make all changes in

MyMoney. Additional withholding remains in effect until the employee changes it. Do not

refund any additional tax withheld prior to the change.

13.33. Earned Income Credit. The Shared Service Center through the installation Resource

Management Flight Chief, must notify employees who have no federal income tax withheld that

they may be able to claim a tax refund because of the Earned Income Credit. (T-0) This

notification requirement may be satisfied by issuing the employee IRS Form W-2 with the Earned

Income Credit notice on the back of Copy B, or a substitute IRS Form W-2 with the same

statement.

13.34. Tax Tables and Tax Periods. Vertex, a component of the Air Force Services Financial

Management System payroll module computes federal, state and local tax withholdings.

Withholdings are based on processed pay data on a bi-weekly basis.

13.35. Methods of Withholding. The Internal Revenue Code provides two methods of

withholding tax: the "percentage" method and the "wage-bracket" method. Graduated withholding

rates are prescribed so withholding will approximate total tax liability. Separate schedules are

provided for filing married or single. IRS Form W-4 gives special formulas for computing

additional exemptions required when filing as head of household, widow, or widower. Vertex

computes Federal Income Tax Withholding using the percentage method based on a bi-weekly

payroll cycle and the employee’s marital status as shown on IRS Form W-4. For manual tax

computation on regular salary payments, use either of the following methods:

13.35.1. Percentage Method. Under this method, compute as instructed in the current

edition of IRS Publication 15 (Circular E), Employer’s Tax Guide, using the biweekly tables

for either single or married.

13.35.2. Wage-Bracket Tables. The IRS prescribes Federal Income Tax Withholding

Tables for employees paid on a monthly, semi-monthly, bi-weekly, weekly and daily basis.

Withhold tax on the basis of the bi-weekly payroll period.

13.35.3. If an employee is paid for less than a full pay period, compute tax under the normal

tax schedules used for the payroll period.

AFMAN34-209 2 OCTOBER 2019 115

13.35.4. If an employee receives regular wages covering two payroll periods, compute tax on

each period separately. This allows the employee personal exemptions for each pay period.

13.35.5. Supplemental Salary Payments. For tax purposes, supplemental wages are wage

payments to an employee that are not considered regular wages. The term includes but is not

limited to such things as dismissal pay, retroactive wage increases or other status changes,

overtime pay, cash awards, lump sum leave, severance pay, service charges paid out to

employees and similar payments. Refer to IRS Publication 15 (Circular E) for detailed tax

computations on supplemental wages.

13.35.5.1. The employer has the option to tax supplemental wages identified separately

from regular wages at a flat 25% (No other percentage is allowed).

13.35.5.2. Regardless of the method used to withhold income tax on supplemental wages,

they are subject to Social Security and Medicare taxes. (T-0)

13.36. Adjustments to Withheld Income Taxes:

13.36.1. Under Collection. If no Federal Income Tax or less than the correct amount of

Federal Income Tax is withheld because of a computation error, deduct the amount from the

next wage payment. If the next payroll cycle is in a new calendar year or the employee is

separated, make no attempt to collect. The employer owes the tax. Reimbursement is a matter

for settlement between the employer and the employee. Under withheld income tax must be

recovered from the employee on or before the last day of the calendar year. (T-0)

13.36.2. Over Collection. If more than the correct amount of Federal Income Tax is deducted

because of a computation error, refund the amount with the next wage payment. Excess

income tax withheld must be repaid or reimbursed to the employee before the end of the

calendar year in which it was withheld. Keep for your records the employee's written receipt

showing the date and amount of the repayment or record of reimbursement. If you did not

repay or reimburse the employee, you must report and pay each excess amount when filing

IRS Form 941, Employer’s Quarterly Federal Tax Return for the quarter the tax was withheld.

(T-0)

13.37. Tax Payments and Returns. AFSVC/FM makes consolidated employment tax

payments and files IRS Form 941, Employers Quarterly Federal Tax Return, for all AF

Nonappropriated Fund Instrumentalities. (T-0)

13.37.1. Federal tax payments must be made by EFT using the Electronic Federal Tax

Payment System. (T-0) As a semi-weekly depositor with bi-weekly payroll taxes exceeding

$100,000.00, a deposit of withheld taxes must be made the next business day. (T-0) Refer to

Circular E for detailed procedures. If a deposit is required to be made on a day that is not a

business day, the deposit is considered timely if it is made by the close of the next business

day. A business day is any day other than a Saturday, Sunday or legal holiday.

116 AFMAN34-209 2 OCTOBER 2019

13.37.2. Each quarter, all employers who pay wages subject to income tax withholding or

Social Security and Medicare taxes must file IRS Form 941, Employer’s Quarterly Federal

Tax Return. The IRS Form 941 Employer’s Quarterly Federal Tax Return must be filed by the

last day of the month that follows the end of the quarter. Refer to circular E and Instructions

for IRS Form 941 Employer’s Quarterly Federal Tax Return for detailed procedures. If any

due date for filing falls on a Saturday, Sunday, or legal holiday, IRS Form 941, Employer’s

Quarterly Federal Tax Return is due on the next business day.

13.38. Federal Payroll Taxes. The law requires employers to withhold Federal Income Tax

from employees' pay and to withhold taxes to fund the Social Security and Medicare programs.

Social Security and Medicare taxes are called Federal Insurance Contributions Act (FICA) taxes.

(T-0)

13.38.1. In addition, employers must contribute an amount equal to employees' FICA

deductions unless IRS Publication 15 (Circular E), Employee’s Tax Guide provides for a

different rate. (T-0)

13.38.2. Employees Subject to Federal Payroll Taxes. All AF Nonappropriated Fund

employees are liable for federal taxes except for nonresident aliens and third country nationals

working outside the United States. Nonappropriated Fund Instrumentality employees who are

US citizens in areas outside the US are subject to all Federal taxes the same as those employed

in the United States. (T-0)

13.38.2.1. Nonappropriated Fund HRO verifies employment eligibility for all AF

Nonappropriated Fund employees. (T-0) A valid Social Security Number (SSN) must be

obtained for all employees other than those excluded under paragraph 13.38.2.

13.38.2.2. Do not accept a social security card that says “Not valid for employment.” A

social security number issued with this legend does not permit employment. (T-0)

13.38.2.3. Do not accept an Individual Tax Payer Identification Number (ITIN) in place

of an SSN for employee identification or for work. (T-0) An ITIN is only available to

resident and nonresident aliens who are not eligible for U.S. employment and need

identification for other tax purposes.

13.38.3. Withholding From Resident Aliens. Permanent resident aliens are subject to

withholding under the same rules that apply to United States citizens whether they perform

their services in the United States or outside the United States. (T-0)

13.38.4. Withholding From Nonresident Aliens in the United States. IRS Publication

519, US Tax Guide for Aliens, prescribes the applicable tax rate for nonresident alien

employees in the United States and its possessions. Nonappropriated Fund HRO obtains

written statements or other proof from the employee to determine their tax withholding status.

(T-0) File these documents separately using the same filing system as for the Form W-4 for

other employees.

AFMAN34-209 2 OCTOBER 2019 117

13.39. Compensation Subject to Federal Taxes. For employees covered under the Social

Security Act, compensation subject to Federal income tax is subject to Federal Insurance

Contributions Act (FICA) and Medicare deductions.

13.39.1. Federal and State Taxable Wages. The Federal and State Income Tax

Withholding wage bases are equal to gross pay plus taxable tips less the sum of pretax health

insurance, 401(k) deductions and non-foreign cost of living allowance (if any).

13.39.2. Federal Insurance Contributions Act (FICA) and Medicare Taxable

Wages. Federal Insurance Contributions Act (FICA) and Medicare taxes are computed on

gross pay plus taxable tips less the sum of pretax health insurance.

13.39.3. Tax Withholding on Foreign Allowances and Differentials. In areas outside the

United States, the gross amount on which federal payroll taxes are computed includes foreign

post and hardship differentials. Federal taxes are not withheld on foreign area allowances such

as living quarters allowance, temporary lodging allowance, post allowance, supplemental post

allowance, separate maintenance allowance, official residence expenses and non-foreign cost-

of-living allowance. AFSVC/FMA must ensure foreign allowances are not processed as

taxable wages. (T-0)

13.39.4. Federal Insurance Contributions Act (FICA) Wage Maximums. Social Security

and Medicare wages are taxed at different rates and a wage base limit is applied to Social

Security taxes only. The wage base limit is the maximum wage subject to Social Security tax

for the year.

13.39.4.1. New legislation normally increases the Social Security taxable wage base each

year. Employee deductions and employer contributions are discontinued when the

employee's cumulative Social Security taxable wages for the year equals the maximum

amount. The new maximum is highlighted in IRS Publication 15, (Circular E), Employer’s

Tax Guide, each year.

13.39.4.2. Where an individual is employed by more than one employer during the

calendar year and combined cumulative wages and taxes exceed the maximums established

for that year, a refund of excess Social Security tax can be claimed by the employee when

filing their tax return with the IRS. No refund is provided for an employer's contributions.

13.39.5. Federal Insurance Contributions Act (FICA) Adjustments. The Shared Services

Center processes over or under collection of employee and employer Social Security and

Medicare taxes through the Air Force Services Financial Management System payroll module.

13.39.5.1. Over or under collections processed in a subsequent quarter during the same

calendar year are also adjusted on IRS Form 941, Employer’s Quarterly Federal Tax

Return. Do not process over or under collections from a prior calendar year through the

automated pay system. Prepare a Form W2-C, Corrected Wage and Tax Statement.

Provide the employee their copy and file Copy A with the Social Security Administration.

Report the adjustment on IRS Form 941-X, Adjusted Employer’s Quarterly Federal Tax

Return or Claim, for refund in the quarter the correction is made.

118 AFMAN34-209 2 OCTOBER 2019

13.39.5.2. When an employee's salary is included erroneously after maximum Federal

Insurance Contributions Act (FICA)wages have been reached, and the error is not

discovered until after the IRS Form 941, Employer’s Quarterly Federal Tax Return has

been submitted for the quarter, refund the amount of FICA over collected from the

employee. Include an adjustment on IRS Form 941, Employer’s Quarterly Federal Tax

Return for the quarter in which the adjustment is made.

13.40. Quarterly and Annual Reports. IRS Publication 15, (Circular) Employer’s Tax Guide

provides the reporting requirements for Federal Insurance Contributions Act (FICA) tax and

Federal income tax.

13.40.1. Quarterly Reports. Each quarter, employers who pay wages subject to income tax

withholding (including withholding on sick pay and supplemental unemployment benefits) or

social security and Medicare taxes must file IRS Form 941 Employer’s Quarterly Federal Tax

Return. IRS Form 941, Employer’s Quarterly Federal Tax Return must be filed by the last

day of the month that follows the end of the quarter. (T-0)

13.40.2. Annual Wage and Tax Reconciliations. Prior to filing IRS Form 941, Employer’s

Quarterly Federal Tax Return for the 4th quarter, reconcile the Forms W-2 summary report

with your four quarterly IRS Forms 941, Employer’s Quarterly Federal Tax Return by

comparing amounts reported for Income tax withholding, Social security wages, social security

tips, and Medicare wages. Ensure cumulative wages and taxes are balanced.

13.40.3. IRS Form W-2, Wage and Tax Statement. The Shared Service Center produces

and distributes informational Forms W-2 for all AF Nonappropriated Fund employees.

13.40.3.1. Forms W-2 for current employees are available in MyMoney at

https://nafpay.afsv.net/OA_HTML/AppsLocalLogin.jsp. The IRS requires employers

to make Forms W-2 available to employees on or before 31 January. If the due date falls

on a Saturday, Sunday or legal holiday, Forms W-2 must be made available no later than

the next business day.

13.40.3.2. Employees separated from employment in the current year will receive Forms

W-2, which will be post marked in accordance with IRS regulations by U.S. Mail. W-2s

distributed by mail must be post marked on or before 31 January. (T-0) If the due date

falls on a Saturday, Sunday or legal holiday, Forms W-2 must be post marked no later than

the next business day.

13.40.3.3. The Shared Service Center retains Forms W-2 returned as undeliverable for 4

years in accordance with IRS Publication 15, Circular E, Employer’s Tax Guide. However,

if the undelivered Form W-2 can be produced electronically through April 15th of the

fourth year after the year of issue, you do not need to keep undeliverable employee copies.

13.40.3.4. The Shared Service Center files Forms W-2 with the Social Security

Administration (SSA). The due date to e-file Forms W-2 with the SSA is 31 March. If

the due date falls on a Saturday, Sunday or legal holiday, Forms W-2 must be e-filed no

later than the next business date.

AFMAN34-209 2 OCTOBER 2019 119

13.40.3.5. The Nonappropriated Fund HRO informs active employees of the necessity of

updating current mailing addresses in MyMoney at to ensure individual Forms W-2 are

received in a timely manner. The Nonappropriated Fund HRO advises separating

employees to forward change of addresses no later than 1 December to ensure timely

receipt of Forms W-2.

13.40.3.6. Amended or Duplicate Statements. If it is necessary to correct a Form W-2

after delivery to the employee but before filing with the SSA, clearly mark the new Form

W-2 "Corrected by Employer". Distribute copies as in paragraph 13.40.3.1 and

paragraph 13.40.3.2 above.

13.41. Group Health and Life Insurance Arrearages. When an employee's pay is insufficient

to cover insurance contributions or the employee is in a leave without pay (LWOP) status, the Air

Force Services Financial Management System payroll module automatically charges the

insufficient or unpaid amount to the employing Nonappropriated Fund Instrumentality. It is the

employing Nonappropriated Fund Instrumentality responsibility to collect reimbursement from the

employee. The guidance is found in AFMAN34-302, Nonappropriated Funds (NAF) Personnel

Benefit Programs.

13.41.1. Deposit reimbursements into general ledger account code 7050001of the employee’s

assigned cost center.

13.41.2. The Nonappropriated Fund HRO will review any available arrearage reports

generated by the Air Force Services Financial Management System payroll module and initiate

some method of contact or notice when an employee's pay is insufficient to cover his or her

share of group health and dental premiums.

13.41.2.1. If the employee pays the shortage no later than the pay period following the one

in which the shortage occurred, coverage continues without interruption.

13.41.2.2. If the employee fails to pay the shortage by the pay period following the one in

which the shortage occurred the Nonappropriated Fund HRO contacts the employee to

determine payment status. If no resolution occurs, the Nonappropriated Fund HRO must

immediately cancel coverage due to nonpayment and notifies the Nonappropriated Fund

Accounting Office. (T-1) Nonappropriated Fund Accounting Office collects any

unreimbursed employee contributions from the employee; see 13.45 below.

13.42. Workers' Compensation Program. Upon receipt of notification of an injury,

Nonappropriated Fund HRO inputs all required information into the Workers’ Compensation

Claims Management System and forwards all documentation to the Air Force Services Center

Plans and Force Management Directorate, Human Resources and Benefits Division, Workers’

Compensation Branch (AFSVC/SVXHW). Refer to AFMAN34-302, Nonappropriated Funds

(NAF) Personnel Benefit Programs for detailed instructions.

13.42.1. The Nonappropriated Fund Accounting Office, upon request, forwards employees’

timesheets to AFSVC/SVXH.

13.42.2. All payments related to Workers’ Compensation claims are made by AFSVC/SVXH.

13.42.2.1. Workers' Compensation benefits are not subject to withholding tax and are not

processed through the payroll system.

120 AFMAN34-209 2 OCTOBER 2019

13.42.2.2. The timesheet should show LWOP for scheduled hours during the period

covered by Workers’ Compensation.

13.42.3. The Nonappropriated Fund Accounting Office notifies Shared Service Center Payroll

Branch to reverse wages and taxes from an employee's master record for any period in which

leave was taken and, due to the duration or subsequent classification of the injury, the period

was deemed covered and payable under the Workers' Compensation Program.

13.42.4. Supplemental Leave. An injured employee entitled to Workers' Compensation

benefits may choose to take supplemental leave while receiving these benefits. Total combined

compensation received cannot exceed average weekly wages (refer to AFMAN34-302,

Nonappropriated Funds (NAF) Personnel Benefit Programs). The supplemental leave

payment is subject to tax withholdings and as such is paid through the normal payroll process

and is included in wages on IRS Form W-2.

13.43. Unemployment Compensation. The appropriate state employment agency administers

the unemployment insurance program for federal civilian employees. The state determines an

employee's entitlement to compensation after reviewing information provided by the employer.

Air Force’s Personnel Center Unemployment Compensation and Appeals Office (AFPC/DP1TC),

receives, completes and returns Form ES 931, Request for Wage and Separation Information, to

the requesting agency. AFMAN34-302, Nonappropriated Funds (NAF) Personnel Benefit

Programs, contains procedures for processing unemployment compensation claims and records.

13.44. Payroll Processing After a Natural Disaster. Each Nonappropriated Fund

Instrumentality should have in place a contingency plan to address timesheet submission following

a natural disaster.

13.44.1. If, following a disaster, the Nonappropriated Fund Instrumentality is unable to

approve current time and attendance sheets, the Resource Management Flight Chief will refer

to TA-AFSFMS-39, Offline Payroll Processing, for detailed instructions and contact AFSVA.

13.45. Employee Debt. The Resource Management Flight Chief may deduct money from the

pay of Nonappropriated Fund employees without their consent to satisfy debts to their employing

Nonappropriated Fund Instrumentalities arising out of erroneous or excessive payments of wages,

allowances, differentials, or benefits.

13.45.1. The Nonappropriated Fund Accounting Office notifies the employee, in writing, of

the overpayment, the amount of overpayment, the conditions that caused the overpayment, that

repayment is required, and the options available for making repayment. Also, advise the

employee they have 15 days from receipt of the letter advising of the overpayment, to request

a review to waive the indebtedness or negotiate a grievance.

13.45.2. The Nonappropriated Fund Accounting Office includes in the letter to the employee

that failure to agree to reasonable repayment procedures or request a waiver will result in an

automatic deduction of an established amount from each pay period not to exceed one-fourth

of gross pay. Exception: This limitation on the amount deducted does not apply when the

employee involved is expected to terminate (voluntarily or involuntarily) his or her

employment nor limit the number of pay cycles of pay that can be withheld to ensure the

Nonappropriated Fund Instrumentality recoups the overpayment.

AFMAN34-209 2 OCTOBER 2019 121

13.45.3. Refer to AFMAN34-202, Protecting Nonappropriated Fund Assets, for specific

details on collections and waiver approval.

122 AFMAN34-209 2 OCTOBER 2019

Chapter 14

CASH MANAGEMENT AND INVESTMENT PROGRAM (CMIP)

14.1. Applicability. This chapter prescribes relationships of Nonappropriated Fund

Instrumentalities (NAFI) in the CMIP with the Air Force Financial Management Fund (AFFMF)

and with banks associated with the CMIP.

14.2. CMIP System Overview:

14.2.1. Background. The CMIP provides for consolidation of cash resources among AF

NAFIs. Air Force Services Center, Financial Management & Comptroller Directorate,

Treasury Branch, Bank Products and Services Branch (AFSVC/FMTB) is the central manager

of the program for the AFFMF. The AFFMF is the custodial fund for AF NAFs and serves as

the central processor for all participating NAFIs. The AFFMF presently uses a principal

concentration bank, and maintains accounts in financial institutions on or near AF bases

worldwide. The CMIP system uses electronic fund transfers (EFTs) to accomplish cash

consolidation so that AFFMF cash managers can provide a more efficient use of funds

belonging to the participating NAFIs. Air Force Services Center, Financial Management &

Comptroller Directorate, Treasury Branch, Portfolio and Working Capital Section

(AFSVC/FMTP) invests excess funds in securities authorized by (DoD) until such time as

needed for operational or capital expenditures. The Air Force Services Financial Management

System (AFSFMS) automatically generates the cash transactions reported on CMIP except for

the Automated Clearing House (ACH) transactions received directly by Air Force Services

Center, Financial Management & Comptroller Directorate, Treasury Branch, Cash Operations

and Integration Section (AFSVC/FMTC).

14.2.2. Cash and Savings. A professional staff centrally manages the program to ensure that

optimum rates of return are received on a national basis, that federal and DoD guidelines are

followed, and proper safeguards and internal controls are established for negotiable

instruments. Only AFSVC/FMTP can make investments. Other offices administering NAFs

will not engage in any investment activity. (T-0)

14.2.3. Deposits. NAFIs (FSS activities) perform their business functions, prepare deposits,

and take the deposits to the central cashier for consolidation. The central cashier deposits the

consolidated deposit in the field bank, and the deposit slip is returned to the Nonappropriated

Fund Accounting Office (NAF AO). The individual activity at off-base sites without a central

cashier deposit their funds directly with their local bank and notifies their host NAF AO central

cashier of the deposit amount. The central cashier records the deposits on an AF Form 1877,

Nonappropriated Fund Central Cashier Control Log.

14.2.3.1. The completed form is then processed through the Shared Service Center and

flows directly to the depositing NAFI’s general ledger and CMIP. Individual deposits are

identified by base and NAFI. AFSVC/FMTC will monitor the funds deposited into the

field banks and process entries to consolidate the excess funds into the principal

concentration account.

AFMAN34-209 2 OCTOBER 2019 123

14.2.3.2. Bases located outside the Continental United States (CONUS) make deposits to

their designated banks, normally the Military Banking Facility (MBF), in foreign currency

or United States (US) dollars. AFSVC/FMTC routinely transfers funds from these

designated banks to the principal concentration bank or establishes a process whereby the

MBF initiates a transfer to the principal stateside concentration bank. AFSVC/FMTC

centrally purchases all foreign currencies or has a pre-arranged agreement with the DoD

MBF to purchase funds and deposits the currency into designated foreign currency

accounts, to meet base-level requirements.

14.2.4. Disbursements. The Shared Service Center issues checks or EFTs as required and

notifies AFSVC/FMTB of such check issues (and related transactions) daily. The transactions

update the CMIP system, and reduce the issuing NAFIs cash-in-bank CMIP balance at the time

the checks are reported to AFFMF. AFFMF maintains an account at the principal

concentration bank for clearing of US dollar check issues. At the beginning of each business

day, the principal concentration bank transmits a file of checks cleared to AFFMF.

AFSVC/FMTB uses this data to match against the file of outstanding check issues and posts

any variances to the CMIP statement for that Date of Business (DOB) being processed.

14.2.4.1. The Shared Service Center makes all US dollar and foreign currency payments

on behalf of the bases and generates the entries to post to CMIP (a few exceptions exist for

overseas Value Added Tax (VAT) and other programs). The AFFMF maintains foreign

currency bank accounts used to support the requirements in four currencies (Euro, Sterling,

Won and Yen).

14.2.5. Transfers. The CMIP system processes transfers of funds between NAFIs serviced

by the same NAF Accounting Office. Transfers are primarily used when entries are initially

posted to a wrong NAFI/CMIP account, and must be transferred to the correct account. For

example, CMIP remittance posts to base’s Morale, Welfare, and Recreation (MWR) CMIP

account and the funds belong to Lodging. In addition, the Shared Services Center uses Cash

Transfers (CTs) exclusively to move funds between bases CMIPs and central fund CMIP.

14.2.6. Remittances. Remittances are transactions that are generally posted by

AFSVC/FMTB for base level NAFIs. Examples include P-Card transactions, deposit

validations/adjustments, US Department of Agriculture, Defense Finance Accounting Service,

dividends and other miscellaneous receipts.

14.2.7. Related Systems. The Shared Service Center sends transactions to AFSVC/FMTB

representing vendor, payroll, Workers’ Compensation, Unemployment Compensation,

Property/Liability, Aero Club, Temporary Lodging Facility (TLF) assessment, deposits to a

Severance Account (SEV) (accumulation of cash to fund future severance of foreign national

and nonappropriated fund employees), and so forth. Monthly, AFSVC/FMTB sends SEV

statements only to those NAF Accounting Offices having accounts. These statements are

usually sent by the third business day of each month.

14.3. Participation In CMIP. Participation is mandatory for all NAFIs serviced by the Shared

Service Center and under the jurisdiction of the AFSVC. (T-1)

124 AFMAN34-209 2 OCTOBER 2019

14.4. Overdraft CMIP Accounts. AFSVC/FMTB takes the following actions when a NAFI

goes into an overdraft status:

14.4.1. Adds a special announcement to the daily CMIP message to notify the base and

AFSVC/FM that a NAFI is in an overdraft status.

14.4.2. Contacts the Shared Services Center on the same day.

14.4.3. Monitors the NAFI for 5 workdays to ensure that corrective action is taken.

14.4.4. If no action is taken to correct the overdraft, AFSVC/FMNT will transfer any savings

account balance to cover the overdraft. AFSVC/FM will transfer funds from the respective

Air Force Central Fund CMIP account to the base CMIP account. Air Force Lodging Fund

(AFLF) manages all lodging funds and overdrafts will be transferred from the AFLF to the

base-level lodging fund.

14.5. AFSVC/FM or Installation Resource Management Flight Chief will send a message to

AFSVC/FMTB and the Shared Service Center informing them of the corrective action taken

for the overdraft NAFI's account.

14.6. AFSVC/FM determines whether an assessment of pecuniary liability is appropriate

according to AFMAN34-202, Protecting Nonappropriated Fund Assets.

14.7. Any Cash Transfer reported through the CMIP system which would cause a NAFI to

go into an overdraft status will be identified during processing and rejected. An error

message explaining the reason for rejecting the transaction will be included on the daily CMIP

statement. The Shared Service Center will coordinate rejects and corrective action with the

installation and AFSVC/FMTB.

14.8. Field Banks. All field banks are designated by AFSVC/FMTC and are generally located

on base, but can be off base if an on base bank is not available. The central cashier makes all

deposits to their designated field bank unless the base has a waiver to allow the activities to make

deposits. A base may have more than one field bank if the base has an off base site. NAFIs are

not authorized to open field bank accounts without a waiver from AFSVC/FMTC. (T-1)

14.9. Field Bank Account Ownership. The field bank account and monies deposited belong to

Air Force Financial Management Fund (AFFMF). NAFI claims are against the AFFMF (as their

bank) rather than the field bank or other CMIP affiliated banks. Only AFFMF may request bank

statements or copies of bank statements from the field bank. These statements are the property of

AFFMF and not the individual NAFI or servicing NAF Accounting Office. If a field bank attempts

to deliver such documents, they should be refused, and the bank instructed to mail them to AFFMF,

2261 Hughes Avenue, Suite 156, JBSA Lackland AFB, TX 78236-9854. The AFFMF pays the

majority of the bank service fees for the maintenance and usage of the field bank accounts through

a combination of compensating balances and fees. However, fees associated with deposit slips,

night depository bags, and other special services, if any, are to be paid by the NAFI concerned. If

a field bank official should inquire about compensation, notify AFSVC/FMTC immediately.

AFSVC/FMTC, in turn, will contact the bank.

AFMAN34-209 2 OCTOBER 2019 125

14.10. Cash Back Arrangements. Any arrangement with a field bank to obtain cash for

deposited checks is entirely at the risk of the NAFIs involved and must be supported by a deposit

ticket which shows the total deposit, less cash received, and net amount deposited. The Resource

Management Flight Chief makes all cash back arrangements. CMIP participation does not prevent

such arrangements, but they should be undertaken only with assurance of proper internal controls.

The internal controls should identify all personnel authorized to obtain cash for deposited checks

and should require that an individual other than the one receiving the cash validates the deposit

ticket received from the bank. Debit advices cannot be used for cash back arrangements. (T-1)

14.11. Concentration Banks. Concentration banks are primary banks to which monies are

consolidated in order to optimize the AFFMF's cash management techniques. Concentration banks

are not the final depository of all CMIP monies, but are simply agents hired to perform a check

clearing and staging function. AFSVC/FMNTP temporarily invests excess funds in many

institutions throughout the US pending disbursement. NAF Accounting Offices or NAFIs are not

to contact a concentration bank. (T-1) All contact and interactions with a concentration bank are

made by AFSVC/FMTC.

14.12. Merchant Agreements. All Merchant Agreements must be approved by AFSVC/FMNT.

(T-1) A Merchant Agreement is a contract with a bank to allow the NAFI to accept Visa or

MasterCard, other credit card type or the FSS Gift Card as payment for merchandise or services

rendered. Base NAFIs pay all transaction fees associated with these types of accounts.

14.13. NAFI Account Numbers. Each NAFI is assigned a 10-digit CMIP account number. The

Shared Service Center and NAF Accounting Office use this number for reporting all banking

transactions. The account number is broken down into four segments as follows:

14.13.1. Digits 1-2 = Branch or Service (i.e., Air Force = 57 not included on daily CMIP

statements).

14.13.2. Digits 3-5= Base ID.

14.13.3. Digits 6-7= NAFI.

14.13.4. Digits 8-9= Site.

14.13.5. Digit 10= Check Digit (ensures authenticity).

14.13.6. AFSVC/FMTB provides the Shared Service Center, base, and AFSVC/FM new

CMIP account numbers.

14.14. Daily Statements. The CMIP system generates a daily banking statements that represent

the NAFIs cash-in-bank. The statements are forwarded to the Shared Service Center and

distributed to the NAF base liaison e-mail addresses provided by the installation.

14.15. Payment of Interest. The interest rate paid to participating NAFIs is set by AFSVC/FM

and is based upon the net return of the Air Force Financial Management Fund (AFFMF)

investment portfolio. NAFIs earn interest based upon the month-to-date average balance,

compounded monthly.

14.16. Posting of CMIP Interest Earned. The interest earned for the prior month is posted to

the CMIP statement on the first business day of the current month. The Shared Service Center

prepares General Ledger Adjustment Form (GLAF) to record accruals.

126 AFMAN34-209 2 OCTOBER 2019

14.17. Consolidation or Establishment of NAFIs. AFSVC/CC coordinates on all requests for

consolidation of NAFIs or establishment of a new NAFI in accordance with AFMAN34-201. The

requesting NAFI provides AFSVC/FMTB five workdays advance notice to allow time to establish

CMIP account numbers and provide conversion instructions. If the NAFI requires a new field

bank account, at least 30 workdays advance notice to AFSVC/FMTC is required.

14.18. Dissolution of a NAFI. AFSVC/CC coordinates requests for dissolution of a NAFI in

accordance with AFMAN34-201. The requesting NAFI gives AFSVC/FMTB four workdays

advance notice. AFSVC/FMTB provides dissolution instructions. After the official dissolution

date, AFSVC/FMTB officially closes the NAFI CMIP account when all outstanding checks have

cleared the bank and a final deposit validation is performed.

14.19. MBF Closures/Changes. Contact AFSVC/FMTC immediately when notified that your

depository bank will close or merge with another bank. NAF Accounting Offices will not enter

into any agreements to close or open any bank accounts (See paragraph 14.21 for bank account

closures). (T-1)

14.20. Opening Field Bank Accounts. AFSVC/FMTC opens all field bank accounts. The NAF

Accounting Office notifies AFSVC/FMTC of the requirement a minimum of 30 days prior to

needing the account. Pertinent account information, provided by AFSVC/FMTC, is exchanged

with the field bank official, i.e., account number, bank's routing number, initial deposit slip order,

etc. AFSVC/FMTC provides the field bank with a letter of instruction and all other documentation

required by the bank to establish the account. The bank official may request certain information

that can only be furnished by the NAFIs, such as change fund requirements. NAF Accounting

Office personnel may relay this information to the bank.

14.21. Closing Field Bank Accounts. AFSVC/FMTC closes all field bank accounts. The NAF

Accounting Office notifies AFSVC/FMTC when an account is no longer required. AFSVC/FMTC

officially informs the field bank of the closure by letter and transfers any remaining funds to the

concentration bank. Upon completion of the final deposit validation, AFSVC/FMTC deletes the

account from the Cash Subsidiary database.

14.21.1. General Information Concerning Deposits. The central cashier makes deposits to

designated AFFMF field bank accounts. Deposits are made within one business day of receipt

unless written approval to make deposits less often has been granted according to AFMAN34-

202, Protecting Nonappropriated Fund Assets. Bases making check deposits to the local MBF

should include an adding machine tape of all checks in their deposit to support the correct

amount and count on the deposit ticket.

14.21.2. Depositing Checks using the Desktop Deposits Program. When using the

Desktop Deposits Program check conversion program provided by the AFSVC/FMTC, the

central cashier scans each check online via specialized check scanning hardware. These checks

are converted into electronic transactions and automatically transmitted to the Federal Reserve

Bank for collection. The collections from all NAFIs are deposited directly into the US dollar

concentration bank account.

AFMAN34-209 2 OCTOBER 2019 127

14.22. Ordering Deposit Slips. The initial order of deposit slips is made by AFSVC/FMTC

when the new account is opened. Thereafter, the NAF Accounting Office orders deposit slips

directly from the field bank or by contacting AFSVC/FMTC. The NAF Accounting Office is

responsible for the payment of their deposit slips. The account title on the deposit slip has "Air

Force Financial Management Fund" printed on the front.

14.23. US Dollar Deposit Reporting. The Central Cashier records the deposits on the AF Form

1877, Nonappropriated Fund Central Cashier Control Log with the bank code of “DP”. The form

is then processed through the Shared Service Center and updates general ledger and CMIP.

14.23.1. Reporting Check Deposit under Desktop Deposits. When checks are scanned using

the Desktop Deposits Program, the bank code of “OT” is used on AF Form 1877,

Nonappropriated Fund Central Cashier Control Log.

14.24. US Dollar Checks Drawn on Foreign Banks. On occasion, a customer may present a US

dollar check drawn on a foreign bank to an activity for payment of services or goods. These checks

are easily identifiable by the bank name printed on the check, and normally the check will not

contain the US standard Magnetic Ink Character Recognition (MICR) encoding on the bottom of

a check. While the check is written in US dollars, it is considered a "foreign item" since the funds

cannot be collected within the Federal Reserve Bank check collection system. Field banks may

either process these checks or return them to the NAFI as an "uncollectible item." If the field bank

returns the check as an "uncollectible item," the NAFI can forward the check to AFSVC/FMTB

for collection assistance. If the field bank processes the check, the item will be posted as a part of

the deposit and then debited back against the account. The field bank will not give credit until the

funds have actually been collected from the foreign bank. The collection process can take from

several weeks to several months. There is normally a substantial service fee associated with these

transactions. AFSVC/FMTB will pass these charges (when identifiable) to the MWR fund at the

base making the deposit. If local commanders direct the acceptance of these checks as a customer

service, the NAF Accounting Office should implement a charge to offset some or all of the cost of

providing this service.

14.25. AF Form 1877, Nonappropriated Fund Central Cashier Control Log. The AF Form

1877 is used to report the consolidated daily deposits to the Shared Services Center. An accurate

AF Form 1877is critical to the reconciliation process and used to match the actual base deposit to

the activity revenue reported on the daily AF Form1876, Nonappropriated Fund Consolidated

Cost Center Report. The Central Cashier consolidates activity deposit information on an AF Form

1877 using the AFSFMS for processing input of 1877. For further instructions, please refer to

program TA-AFSFMS-09, Creating the NAF Central Cashier Control Log 1877).

14.25.1. Requesting Approval. After all deposits are entered on the AF Form 1877 the central

cashier must verify the AF Form 1877, the central cashier must verify the AF Form 1877 to

ensure the 1877 total cash and checks equal the total amount from the validated field bank

deposit slips. Once completed, the central cashier requests approval from the Resource

Management Flight Chief or designee.

14.25.2. What to do if AFSFMS is down. Bases have up to five days to transmit AF Form

1877. In the event the system is down after five days, bases will initiate manual submission of

all field bank deposit slips via [email protected] or MyPers Incident. A notice will be sent to

the base’s mailbox to notify them when system is operational. The base can then resume with

the submission of AF Form 1877.

128 AFMAN34-209 2 OCTOBER 2019

14.26. Foreign Currency (FC) Deposit Reporting. NAFIs are authorized to deposit local

currency into the existing Air Force Financial Management Fund (AFFMF) foreign currency

accounts. Personal foreign currency checks are not authorized for deposit. If a vendor check

issued in foreign currency is returned, contact AFSVC/FMTB for corrective action. If the local

field bank will not accept foreign currency cash deposits, NAFIs should attempt to exchange the

currency for dollars at another MWR activity authorized to sell foreign currency to customers.

The exchange eliminates a currency exchange loss at the field bank due to reconversion. Currency

that NAFIs are unable to deposit or exchange internally is converted to dollars, deposited into the

AFFMF dollar account, and reported via CMIP in accordance with paragraph 14.23. If a FC is

deposited to an existing foreign bank account, report deposit using the “FC” on AF Form 1877.

The NAF Accounting Office will notify AFSVC/FMNT by message of all anticipated foreign

currency deposits in excess of $100,000.00, such as those generated by an open house, at least 10

working days prior to the event. (T-0)

14.27. Credit Card Deposit Reporting. The NAF Accounting Office or activity settles each

credit card terminal or Point of Sale (POS) system equipment daily and transmits the credit card

activity detail to the central credit card processor. The processor releases daily online credit card

reports for users to view an electronic bank file which interfaces with AFSFMS. The processor

also submits the transactions for payment and two days later provides an electronic settlement file

to AFSVC/FMTB which interfaces with AFSFMS and CMIP. The credit card settlement file in

turn updates CMIP and general ledger.

14.28. Off-Base Deposit Reporting. One or more NAFIs may make deposits to more than one

bank. An example is a recreation area operating at a remote site and not near the on-base bank.

Deposits are made to a bank near the recreation area. In this instance, report deposits as outlined

in paragraph 14.23, except use the bank code “BA”, “OB” or “OT”, designated by

AFSVC/FMTB, on the AF Form 1877, Nonappropriated Fund Central Cashier Control Log.

14.29. Returned Checks. All returned checks are returned to AFSVC/FMTB by the US

Treasury or Air Force Concentration Bank. The checks are then re-presented electronically for

collection on paydays (1st and 15th) by the Shared Services Center and if unsuccessful the base is

then charged for the return check and it is submitted for collection through the Treasury Offset

Program (TOP). In the event a returned check is returned to NAF Accounting Office by the local

bank, the check is to be forwarded to AFSVC/FMTB who will in turn initiate collection efforts.

14.30. Debit/Credit Memo Corrections. All debit and credit memos posted by the field bank

are posted to CMIP by AFSVC/FMTB during the monthly deposit validation process

14.31. General Information Concerning Checks. There are two types of check stock:

14.31.1. General Purpose (vendor and payroll).

14.31.2. Foreign Currency (overseas only).

14.32. All check types have an 8-digit check number for CMIP reporting purposes. The first

three digits identify the base and the last five digits are the actual check number. Not all foreign

currency checks have the complete 8-digit check number printed on the check due to the different

banking regulations in each country. If the check number imprinted is less than five positions,

zero fill to the left when reporting the foreign currency check issue.

AFMAN34-209 2 OCTOBER 2019 129

14.32.1. Ordering Check Stocks. Shared Services Center orders all laser check stock paper

and AFSVC/FMTC orders all pre-printed check stock (Value Added Tax (VAT), remote site,

and foreign currency). OCONUS budgets and pays for designated check stock. Check stocks

should be inventoried on a regular basis to ensure accountability, an adequate supply, and

accomplishment of reorders in a timely manner. Shared Services Center records check

numbers in the Air Force Services Financial Management System (AFSFMS).

14.32.1.1. NAF Accounting Offices send check stock reorders by encrypted email to

AFSVC/FMTC using and includes the following information:

14.32.1.1.1. Check Type Required.

14.32.1.1.2. Quantity.

14.32.1.1.3. Last check number on hand.

14.32.1.1.4. Mailing Address:

14.32.1.1.5. Continental United States (CONUS)–United Parcel Service (UPS)

Physical Street address.

14.32.1.1.6. Outside the Continental United States (OCONUS–Air Post Office [APO])

addresses.

14.32.1.1.7. Point of Contact (POC).

14.32.1.1.8. Commercial Telephone Number (CONUS Only).

14.32.1.1.9. Defense Switched Network (DSN) Number.

14.32.1.1.10. Scanned copy of a current, blank check for formatting purposes.

14.32.1.2. After a check order is processed, AFSVC/FMTC provides the NAF Accounting

Office a confirmation e-mail. The confirmation contains.

14.32.1.2.1. Check Order Date.

14.32.1.2.2. Check Number Sequence Ordered.

14.32.1.2.3. Approximate Delivery Date.

14.32.1.2.4. New Check Order Verification Instruction.

14.32.1.3. NAF Accounting Office should contact AFSVC/FMTC if check order

confirmation is not received within 15 days of the check order date. This is to ensure check

orders are received and processed in a timely manner.

14.33. Signature Requirements on Checks. All bank authorized signatory changes must be

processed by AFSVC/FMTC. (T-1) The maximum number of authorized signatories for each

check writing location is five. An additional two signatories is authorized for OCONUS locations

for VAT offices located outside of the NAF Accounting Office.

130 AFMAN34-209 2 OCTOBER 2019

14.34. Signature Changes. Signature cards for all field banks worldwide are maintained and

signatory changes are processed by AFSVC/FMTC. Requests for bank account signatory changes

are submitted by e-mail to AFSVC/FMTC advising of a signatory change. Requests for changes

on the OCONUS Department of Defense Military Banking Facilities (MBF) are also sent to

AFSVC/FMTC. AFSVC/FMTC completes the account holder information on the applicable

bank’s electronic signature card and forwards the signature card to the check writing location who

adds the names of the authorized signers as indicated in paragraph 14.34.1. and paragraph

14.34.2.

14.34.1. US Dollar Check Stock Authorized Check Signers. Check writing installations

receive new electronic signature card from AFSVC/FMTC. The installation types in the name

of the new check signer in the authorized check signer block and prints out three copies for

each new check signer. Check signer signs all three copies. A cover letter is prepared using

the following format:

14.34.1.1. SUBJECT: Change of Authorized Check Signer.

14.34.1.2. Please add/delete/retain the following personnel as authorized signers on the

U.S. Dollar Concentration Account.

14.34.1.3. ADD: (Name of new check signer).

14.34.1.4. DELETE: (Name of check signer being removed).

14.34.1.5. RETAIN: (List each authorized check signer, include new check signer,

exclude deleted check signer).

14.34.1.6. Email letter and the signature card with the check signer’s original signature to

AFSVC/FMTC. Retain the signature card in the Life of the Fund File.

14.34.2. Foreign Currency Authorized Check Signers. Installations must contact

AFSVC/FMTC and AFSVC/FMTB for instructions on establishing authorized check signers

for foreign currency. (T-1)

14.34.3. AFSVC/FMTC prepares the new signature card and provides the information to the

MBF for update. Once the signature card is ready, AFSVC/FMTC will notify the installation

to have all (new and current) authorized signers visit the MBF to sign the new signature card.

Once all signers have signed, the authorized signers are valid.

14.35. Check Numbering. Issue all checks in numerical order.

14.36. Reporting US Dollar General Checks. Check issue disbursement requests flow from the

base to the Shared Services Center who in turn issues the check and updates general ledger and

decreases the base CMIP account.

14.37. Reporting US Dollar Void Checks. If a check is spoiled during preparation or voided

prior to issue, the Shared Services Center generates a Check Void (CV) in AFSFMS and sends an

email to AFSVC/FMTB for validation and ensure CV to flow to CMIP using the banking system.

14.38. Stop Payment Action, US Dollar Checks. AFSVC/FM or Shared Services Center

submits a stop payment request and submits a Stop Payment Request form to AFSVC/FMTB.

14.38.1. Stop payment request are submitted in the following format:

14.38.1.1. Request Date.

AFMAN34-209 2 OCTOBER 2019 131

14.38.1.2. Requested By.

14.38.1.3. Check Number.

14.38.1.4. Date of Check Issue.

14.38.1.5. Payee Name.

14.38.1.6. Check Amount.

14.38.1.7. Reason for Stop Payment.

14.38.2. AFSVC/FMTB makes the inquiry to see if the check is paid or outstanding. If the

check is paid, the paid check information is provided and no action is taken. If the check is

outstanding, a stop payment is initiated. On the following business day, another check inquiry

is initiated to make sure the check did not pay overnight. Once the stop payment process is

complete, AFSVC/FMTB notifies Shared Services Center to generate a Check Void (CV). The

CV flows through CMIP and credits the check amount back to the check issuing CMIP account

and removes the check from the outstanding check file.

14.39. Foreign Currency. Foreign currency checks pay against foreign currency disbursement

accounts for employee payroll, vendor and construction payments. AFSVC/FMTC purchases all

foreign currency to meet daily usage. Unusually large requirements such as employee bonuses,

fixed asset purchases, and construction payments require additional foreign currency. Ten days

prior to disbursing unusually large disbursements, the NAF Accounting Office notifies

AFSVC/FMTC of the forthcoming payment to ensure adequate funds are available to preclude a

bank overdraft. Overdrawn accounts incur additional expense and are not an acceptable banking

practice.

14.40. Reporting Foreign Currency Checks. Foreign currency check issue requests flow from

the base to the Shared Services Center who updates the general ledger and decreases the base

CMIP account.

14.41. Reporting Foreign Currency Void Checks. If a check is spoiled during preparation or

void prior to issue, Shared Services Center generates a CV that flows to CMIP.

14.42. Stop Payment Action, Foreign Currency Checks. Authorized NAF Accounting Office

personnel may initiate stop payment actions through the local MBF or bank, or provide the

following information in email to AFSVC/FMTB.

14.42.1. After placing the stop payment, provide the stop payment information to Shared

Services Center and AFSVC/FMTB in the following format:

14.42.1.1. Stop payment Date.

14.42.1.2. Check issue Date.

14.42.1.3. Payee Name.

14.42.1.4. FC check amount.

14.42.1.5. Stop payment Reason.

14.42.1.6. Full 8-digit check number.

132 AFMAN34-209 2 OCTOBER 2019

14.42.2. The Shared Services Center places a CV in Air Force Services Financial Management

System (AFSFMS). After the void is completed the Shared Services Center sends an email to

AFSVC/FMTB to void the check which will credit the check dollar value back to the check

issuing CMIP account and remove the foreign currency check from the outstanding check file.

14.43. Corrections to Check Issue and Void Transactions Reported. AFSVC/FMTB makes

all corrective actions on check issues or check voids. Corrective actions relating to dollar amounts

appear as remittances on the daily CMIP statements. The Shared Services Center or NAF

Accounting Office requests corrective action by sending a message containing the following

information to AFSVC/FMTB:

14.43.1. Date of CMIP statement on which the error occurred.

14.43.2. Full 8-digit check number.

14.43.3. Correct check information.

14.43.4. Net adjustment to check, when increase or decrease is correcting dollar value of

check. When correcting FC checks, net adjustment to dollar equivalent amount and foreign

currency amount is required.

14.44. Foreign Currency Accommodation Sales. The NAFIs will make accommodation sales

of foreign currency at a rate no more favorable than the rate of accommodation exchanges currently

charged by the MBF for individual customers. (T-1) The purchase of foreign currencies will be

made using US dollars. (T-1)

14.45. Dollar Transfers. A base will only transfer funds between NAFIs within their same base.

(T-1) AFSVC/FM may transfer funds between bases.

14.45.1. Transferring Funds between NAFIs within the same base. The NAF Accounting

Office enters the dollar amount, the accounting string, and the FROM/TO CMIP account

numbers in electronic cash transfer form. The entry generates a “TR” bank code, updates

general ledger and flows directly to CMIP to transfer the funds between CMIP account

numbers.

14.45.2. Transferring Funds between Bases. A NAF Accounting Office may request transfers

from their base to another base through AFSVC/FMTB. The base may request the form by

email. AFSVC/FMTB enters the dollar amount, the accounting string, and the FROM/TO

CMIP account numbers in AFSFMS. The entry generates a funds transfer, updates general

ledger and flows directly to CMIP and transfers the funds between the base’s CMIP accounts.

The remitting base (not the receiving base) sends an e-mail transfer request to AFSVC/FMTB

with a copy to Shared Services Center using the following format:

14.45.2.1. SUBJECT: Dollar Transfer

14.45.2.2. TRANSFER AMOUNT.

14.45.2.3. TRANSFER FROM: (CMIP Account Number)

14.45.2.4. TRANSFER TO: (Base and NAFI)

14.45.2.5. TRANSFER DESCRIPTION.

14.45.2.6. REMITTING BASE TRANSFER ACCOUNTING STRING.

AFMAN34-209 2 OCTOBER 2019 133

14.45.2.7. RECEIVING BASE TRANSFER ACCOUNTING STRING.

14.45.3. AFSVC/FMTB will manually transfer the funds between CMIP accounts on the Date

of Business requested.

14.46. Air Force Lodging Fund (AFLF). AFLFs withdraw and allocate funds to and from a

base’s lodging fund.

14.47. General Information on Remittances. Remittances are CMIP transactions between a

base NAFI, Central Fund NAFI, or the Air Force Financial Management Fund. Examples of

remittances are retirement or group insurance contributions, insurance payments, loan repayments,

DP validations, assessments, Automated Clearing House (ACH) debits/credits posted to the main

concentration bank account, check and deposit corrections, and automated reimbursement for

approved capital expenditure projects.

14.48. Recording Remittances. Remittances initiated from base-level NAF Accounting Offices,

MAJCOMs, Shared Services Center or AFSVC/FM appear in the remittance column of paragraph

1 of the daily CMIP Statement. Paragraph 2 of the daily CMIP Statement provides a remittance

description. Upon receipt of the statement, Shared Services Center will increase or decrease

General Ledger Account Code 1010000, Cash in Bank, as indicated, unless it has already been

recorded in the general ledger. If already recorded, verify that the amount and other details are

correct. Reverse accruals before recording the actual remittance. In some instances, do not record

the DP validation remittance to General Ledger Account Code 1010000. See Section 14J.

14.49. Remittance Processing. The Shared Services Center Payroll is responsible for processing

and calculating the following expenses: (1) Group Insurance, (2) Retirement, (3) Workers

Compensation and Unemployment, (4) 401K Savings, (5) Payroll. The file is processed and

submitted to General Ledger. General Ledger then creates the CMIP entry to charge the base for

their share of the expenses. If an error is made in reporting remittances, do not attempt to make

any corrections. Notify Shared Services Center via MyPers.

14.50. Automated Reimbursements. The Automated Reimbursement Account module is

designed to assist the flow of funds through CMIP for those projects or programs that receive AF

support. Each base has a designated ARA number associated with the project type (standard,

capital improvement, and small projects). Each ARA number is linked to the installation CMIP

number and supporting central fund CMIP number. Initiating a "CT" transaction with the

applicable NAFI, correct ARA, and project number generates reimbursement on the DOB

following the date of entry into the system. Supporting documentation remains at the base-level

NAF Accounting Office.

14.50.1. AFSFMS automatically generates the Cash Transfer for reimbursement when a

vendor payment is processed; therefore, both payment and reimbursement Cash Transfers

should reflect the CMIP posted at the same time. If an error occurs and a Cash Transfer

reimbursement rejects in the system, AFSVC/FMTC researches the cause, advises, and

resolves the issue through a manual Cash Transfer reimbursement action.

14.50.2. Automated reimbursement remittances appear in paragraphs 1 and 2 of the daily

CMIP Statement. The Shared Services Center will record and reflect appropriate general

ledger entries in accordance with AFSVC/FM instructions and in coordination with the

installation.

134 AFMAN34-209 2 OCTOBER 2019

14.51. Property and Liability. AFSVC/FM processes the premiums for asset and liability

insurance as of 31 December, 31 March, 30 June, and 30 September of each Fiscal Year using data

from the NAF financial statements. The assessments create negative remittances which appear on

the CMIP statement as a decrease to the NAFI CMIP balance.

14.52. Aircraft Hull Insurance Assessments. Aero clubs report aircraft status via RCS: HAF-

SV (Q) 9495, Aero Club Operations Report. AFSVC/FM uses information from the report and

process aircraft hull insurance assessments as of 31 December, 31 March, 30 June, and 30

September of each FY.

14.52.1. Assessments are charged as a remittance to the CMIP account on or about the end of

the second month following the end of each fiscal quarter.

14.53. Aircraft Liability Insurance Assessments. AFSVC/FM also uses information from the

Aero Club Operations Report and calculates and processes aircraft liability assessments.

14.54. Temporary Lodging Facility (TLF) Assessment. Installation TLF assessments on

occupied units. At End of Month, Shared Services Center automatically receives the assessment

file from Defense Lodging System. Shared Services Center will process and post a Cash Transfer

GLAF to AFSFMS and CMIP. Bases not on automated computation will email the General Ledger

Account Code 111 Lodging Daily Reconciliation spreadsheet by the 15th of each month to the

Shared Services Center. Shared Services Center will create the Cash Transfer GLAF to post

assessments to general ledger and CMIP.

14.55. General Information on Reporting. The Shared Services Center transmits CMIP

banking transactions to AFSVC/FMTB six times weekly, Sunday through Friday except for

holidays and other non-business days.

14.56. Timing of Transmissions. Transmit CMIP files no earlier than 0800 CST and no later

than 2300 CST on the first business day after DOB being reported.

14.56.1. When reviewing the CMIP statement, if a day's transmission is not updated,

immediately contact AFSVC/FMTB for further instructions.

14.57. Dating of Transactions. The Date of Business (DOB) is the day the sale was made, the

check was dated, the transfer was made, etc. For deposits, the DOB is the date of the cashier's

report. All transactions to cash made or to be made in the general ledger for a given date are

reported to CMIP. Saturday's and Sunday's transactions are reported on Monday using Saturday

and Sunday DOBs. When a month ends on a weekend, or when a holiday falls on a weekday,

follow reporting instructions in paragraph 14.56. Activities with authorized waivers from daily

bank deposits, use the DOB the deposits were made when reporting transactions. The activity

must make a deposit at the close of business, the last business day of each month; regardless of

dollar amount (see AFMAN34-202, Protecting Nonappropriated Fund Assets).

14.58. End-of-Month and Holiday Reporting. When the last day of the month falls on a

weekend or a holiday falls on a weekday follow the procedures outlined below:

14.58.1. When End-of-Month falls on Saturday. Transmit Friday's and Saturday's DOB on

Monday using Friday and Saturday DOBs. For CMIP purposes the End-of-Month transactions

are dated the last day of month.

AFMAN34-209 2 OCTOBER 2019 135

14.58.2. When End-of-Month falls on Sunday. Transmit Friday's, Saturday's, and Sunday's

DOB on Monday using Friday, Saturday, and Sunday DOBs. For CMIP purposes the End-of-

Month transactions are dated the last day of month.

14.58.3. Holiday Reporting Procedures for CMIP Transactions. When a holiday falls on a

weekday, report deposits and cash transfer the following business day using the transaction

DOB.

14.58.4. The procedures above will prevent adjustments to General Ledger Account

Code7920001 if multiple DOBs are combined into one. The end-of-month General Ledger

Account Code1010000 balances and financial statements will still match with the CMIP

Statements.

14.59. Banking Files. The Shared Services Center receives all banking transactions from base

level daily. The banking file updates the CMIP and other related systems.

14.60. Deposit Validations. The purpose of a deposit validation is to ensure that all deposits,

debit and credit memos, and adjustments reported and accepted by AFSVC/FMTB agree with

those posted by the field bank for the same period of time. Upon receipt of the field bank statement,

AFSVC/FMTB compares the deposits, debit and credit memos, and adjustments reported at base

level to the entries posted on the field bank statement. Any differences become a net deposit

validation variance, which AFSVC/FMTB will post to the depositing location’s account. The

deposit validation variances will appear on the depositing locations CMIP statement in the “Remit”

column in paragraph 1 and also in paragraph 2 as a line item detail entry with the description,

deposit validation (DP VAL) and date.

14.61. Deposit Validation Products and Their Use. AFSVC/FMTB assembles a deposit

validation package for each bank account and emails the NAF Liaison Org Box and Shared

Services Center. This package contains the following documents:

14.61.1. Bank versus Base Variance Report. See Attachment 4 for an explanation of the data

which appears on the report.

14.61.2. Deposit Validation and Recon Process. The AFSVC/FMTB Cash Subsidiary (Cash

Sub) report recaps all deposits reported at base level from the first DOB to the last DOB for

the month. Any discrepancies between Cash Sub and the bank statement are reported on the

bank deposit validation report. The supporting documentation (bank statements, cash sub

report) shows the individual transactions which make up the totals on the cover sheet of the

bank deposit validation report. Deposits reported on the last day of the month not posted by

the bank until the following month are carried in-transit for the next month’s reconciliation.

14.61.3. Probable Variance. If there is a difference in the ending total (line 5) on the Bank

Versus Base Variance Report, AFSVC/FMTB researches the difference and makes a list of the

items creating the variance. Upon receipt of the DP validation package, the NAF Accounting

Office reviews the list created by AFSVC/FMTB and takes appropriate action. The following

are common entries that create a variance and the actions necessary to correct the variance.

136 AFMAN34-209 2 OCTOBER 2019

14.61.3.1. A base reports an entry in one month and the bank posts the entry in a different

month, a variance occurs. For example: A base reported a deposit on 28 September but the

bank did not post the deposit to the bank statement until 1 October. The deposit becomes

a negative variance in September as a deposit reported by the base and not posted by the

bank. In October, the bank posts the deposit and creates a positive variance as a deposit

posted by the bank and not reported by the base. These entries are called "wash" items.

For this variance, no corrective action is needed. However, the Shared Services Center

annotates the September variance on AF Form 1736, Nonappropriated Fund Cash

Management and Investment Program Verification Report until cleared the following

month. Wash items should never appear on AF Form 1736, Nonappropriated Fund Cash

Management and Investment Program Verification Report for more than one month. If

research shows a bank error and additional month may pass before the bank makes the

correction, the base should set up either a payable or receivable while research is being

conducted. Debit and credit memos can also be wash items.

14.61.3.2. A deposit posted by the bank in an amount different than the base reported

causes a deposit validation variance. If the difference applies to a NAFI other than the

MWRF, the NAF Accounting Office notifies the Shared Services Center for Fund transfer

processing. This will move (increase or decrease, as applicable) the variance from the

MWRF of the NAFI affected. If no prior entry has been made, the Shared Services Center

processes a General Ledger Adjustment Form (GLAF) to update the general ledger cash-

in-bank account for the proper NAFI. Follow the same procedures for debit and credit

memo variances. If AFSVC/FMTB research indicates a bank error, it becomes a wash

item. The NAF Accounting Office shows the field bank the documentation (validated

deposit ticket, copy of the bank debt or credit memo) and requests a correction. When the

bank makes the correction, it is a part of that month’s variance and reverses the original

variance. Fund Transfer eliminates extra transactions. If Funds Transfer is not processed,

Shared Services Center will record initial CMIP posting to MWRF. The base should not

submit another electronic cash transfer which creates more transactions. If the bank posts

a deposit and research shows it is a valid deposit that has not been reported, follow the

instructions outlined in paragraph 14.61.3.2.

14.62. Foreign Currency (FC) Deposit Validation (Overseas Only). Foreign currency deposit

validations are performed in the local currency using the same procedures as outlined in

paragraph 14.60 and paragraph 14.61 above. A foreign currency deposit validation variance is

posted to CMIP in US dollars using the local currency exchange rate for the DOB the variance is

posted to CMIP.

14.63. Deposit Validation Reconciliation. Shared Services Center reviews and coordinates the

deposit validation variances with the depositing NAFI and enters a General Ledger Adjustment

Form to update the depositing NAFI’s general ledger, or submits Fund Transfer, if necessary.

14.64. Transfer between NAFIs. If a line item variance appearing on the deposit validation

belongs to another NAFI (for example, Lodging), follow paragraph 14.61.3.2.

14.65. Cash Control Summary Report. The Shared Services Center uses an automated Cash

Control Summary (CCS) in Air Force Services Financial Management System(AFSFMS) for daily

reconciliations of the CMIP balances and the General Ledger cash accounts. When the daily CMIP

message is released, AFSFMS extracts the CMIP information and populates the CCS report.

AFMAN34-209 2 OCTOBER 2019 137

14.66. Outstanding Check Reports. Reports for general and foreign currency checks are

produced separately. All checks that have not been paid or processed as paid by the CMIP system

and as of the last business day of a given month, are listed in numerical order on the monthly

Outstanding Check Report. Monthly, AFSVC/FMTB reviews the outstanding check report to

ensure which checks must be voided via AFSFMS. AFSVC/FMTB will coordinate with Shared

Services Center, AFSVC/SVX and AFSVC/FM to void via AFSFMS and banking system.

14.67. Verification of Outstanding Check Reports. AFSVC/FMTB takes corrective action.

Checks will be voided after 120 days if all attempts to contact the payee have been unsuccessful.

It is not necessary to place a stop payment on the checks written-off unless a replacement check is

to be issued. AFSVC/FMTB sends a report of Outstanding Checks to AFSVC/FM, the Shared

Services Center, and the installation NAF Accounting Office monthly. At the expiration date of

the check the Shared Services Center will send an email to the bases with the outstanding check

numbers and payees to see if the Shared Services Center needs to repay the check to the payee or

void the check. Once the information is received from the bases, the Shared Services Center will

contact AFSVC/FMTB. Once the checks are voided in AFSFMS they will send the banking an

email confirming which checks were voided and AFSVC/FMTB will ensure posting to CMIP has

been accomplished.

14.68. End-of-Month CMIP Account Verification. The Shared Services Center must reconcile

each NAFI CMIP account at end of month. Use AF Form 1736, Nonappropriated Fund Cash

Management and Investment Program Verification Report to certify CMIP balances reconciled

with General Ledger and Cash Control Summary report. Provide justification for any reconciling

items. If a Cash Transfer (CT) General Ledger Adjustment Form is required, annotate the

transaction date entered into the General Ledger and the date correction will post to CMIP. See

Attachment 5 for additional information.

14.69. Adjustments of CMIP Accounts Due to Unreconciled Variances. While the Shared

Services Center reconciles the CMIP accounts to the General Ledger daily, variances can occur

that cannot be identified. When an unidentified variance occurs, the Shared Services Center will

take appropriate action to resolve the variance in coordination with AFSVC/FMTB and other

branches affected. Shared Services Center will identify the discrepancy and will process a General

Ledger Adjustment Form, Funds Transfer, DP, or OT action.

14.70. Programs. The Severance (SEV) program is another pooling of resources concept. SEV

accounts are similar to CMIP accounts. Although participation in SEV programs is entirely

separate from CMIP participation, nearly all SEV deposits and withdrawals are made from and to

CMIP accounts.

14.71. Severance (SEV) Participation. SEV participation is mandatory for overseas

installations which employ foreign nationals if there is a severance liability. AFSVC/SV may also

request that SEV participation be established for other installations as a part of base closure

proceedings. The installation will email request the accounts by message to AFSVC/FMTB.

14.72. Severance Account Numbers. SEV account numbers are the same as those used for

CMIP.

14.73. Severance Statements. AFSVC/FMTB sends the Shared Services Center and NAF

Accounting Office SEV statements at End-of-Month by message.

138 AFMAN34-209 2 OCTOBER 2019

14.74. Severance End-of-Month Products. AFSVC/FMTB includes a SEV Recap Summary in

the End-of-Month message sent to each NAF Accounting Office and Shared Services Center.

These summaries are further breakdowns of the monthly activity by NAFI, DOB, and type of

transaction.

14.75. Severance Payment of Interest. The AFFMF calculates and pays interest on SEV

accounts monthly in the same manner and at the same rate as used for the CMIP. The interest

earned for the prior month is posted to the SEV accounts on the first business day of the current

month.

14.76. Severance Deposits. CMIP participants who wish to deposit funds into a SEV account

must send an e-mail to AFSVC/FMTB requesting funds be transferred from CMIP to SEV. The

email is to include, the dollar amount to be transferred, the NAFI the funds are to be transferred

from, the DOB of the transfer and the accounting string.

14.77. Severance Withdrawals. To withdraw funds from a SEV account send an e-mail request

to AFSVC/FM.

14.78. Severance Account Minimum Balances. The balances of SEV accounts are periodically

reviewed by AFSVC/FMTB and all remaining balances of less than $10.00 are withdrawn and

moved to the CMIP account.

14.79. Emergency Notifications. The Resource Management Flight Chief shall notify

AFSVC/FM, and AFSVC/SVT, by the most expedient means, of the nature of the emergency

conditions. AFSVC/FM shall designate a support accounting office (and notify AFSVC/FM,

AFSVC/SVI and Shared Service Center) to ensure the survival and recovery of essential data files,

the capability to provide essential support during the emergency conditions, and the re-

establishment of operations.

14.80. Disposition of Currency and Coin. If conditions require evacuation, disposal or

destruction of currencies or coins, or emergency turn-in of funds, overseas field commanders shall

follow procedures as specified in AFPAM65-110, Deployed Agent Operations, paragraph 5.5.

Transfer US currency and coins to the nearest disbursing officer in exchange for a check drawn on

US Treasury or to be held in protective custody using a safekeeping receipt. The check is to be

made payable to the Air Force Financial Management Fund and sent to AFSVC/FM for deposit; a

brief explanation of the nature of the emergency will accompany the check. However, disbursing

officers will not be held accountable should the local currencies or coins be lost or destroyed as a

result of the existing emergency.

14.81. Blank Check Stocks. If conditions require evacuation, destroy blank check stocks using

a locally devised inventory list. Send the list and a memorandum attesting to the destruction of

the checks to AFSVC/FM.

SHON J. MANASCO

Assistant Secretary of the Air Force

Manpower and Reserve Affairs

AFMAN34-209 2 OCTOBER 2019 139

Attachment 1

GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION

References

AFI23-101, Air Force Materiel Management. 12 December 2016

AFI 32-1022, Planning and Programming of Nonappropriated Fund Facility Construction

Projects, 30 December 2015

AFI33-360, Publications and Forms Management, 01 December 2015

AFI34-101, Air Force Morale, Welfare, and Recreation (MWR) Programs and Use Eligibility,

16 April 2019

AFI 34-144, Child & Youth Programs, 2 July 2019

AFI 34-205, Services Nonappropriated Fund Facility Projects, 18 October 2015

AFI 34-275, Air Force Nonappropriated Fund (NAF) Government Purchase Card Program, 23

June 2011

AFMAN34-201, Use of Nonappropriated Funds (NAFS), 18 September 2018AFI 34-275, Air

Force Nonappropriated Fund Government Purchase Card Program, 23 June 2011

AFMAN34-302, Nonappropriated Funds (NAF) Personnel Benefit Programs, 11 June 2019

AFI 36-3009, Airman and Family Readiness Centers, 30 August 2018

AFI 65-106, Appropriated Fund Support of Morale, Welfare, and Recreation (MWR) and

Nonappropriated Fund Instrumentalities (NAFI), 15 January 2019

AFI 65-107, Nonappropriated Funds Financial Management Oversight Responsibilities, 13 June

2018

AFMAN34-214, Procedures for Nonappropriated Funds Financial Management and Accounting,

14 Feb 2006

AFMAN34-215, Procedures for the Cash Management and Investment Program, 09 February

2016

AFMAN 33-363, Management of Records, 1 March 2008

AFMAN 34-201, Use of Nonappropriated Funds, 28 September 2018

AFMAN34-202, Protecting Nonappropriated Fund Assets, 25 June 2019

AFMAN 34-204, Property Management, 09 October 2018

AFMAN34-302, Nonappropriated Funds (NAF) Personnel Benefit Programs, 11 June 2019

AFMAN 64-302, Nonappropriated Fund (Nonappropriated Fund) Contracting Procedures,

8 November 2016

AFPAM65-110, Deployed Agent Operations, 10 October 2001

AFPD34-1, Air Force Services, 11 October 2018

Army in Europe Regulation 215-6, Individual Tax Relief Program, 24 November 2009

140 AFMAN34-209 2 OCTOBER 2019

DoD 7000.14-R, Department of Defense Financial Management Regulation (DoD FMR), May

2019

DoDI 1400.25 Volume 1405, Nonappropriated Fund (NAF) Pay, Awards and Allowances, 26

June 2014

DoDI 1400.25 Volume 1406, Nonappropriated Fund (NAF) Attendance and Leave, 20 March

2015

DoDI 1400.25 Volume 1408 Insurance and Annuities for Nonappropriated Fund (NAF)

Employees, 21 July 2009

DoDI1015.10, Military Morale, Welfare, and Recreation (MWR) Programs, 6 July 2009,

Incorporating Change 1, May 6, 2011

DoDI1015.15, Procedures for Establishment, Management, and Control of Nonappropriated

Fund Instrumentalities and Financial Management of Supporting Resources, 16 July 2003

IRS Publication 15 (Circular E), Employer’s Tax Guide, 17 December 2018

IRS Form 15-B, Employer’s Tax Guide to Fringe Benefits, 18 December 2018

IRS Publication 519, US Tax Guide for Aliens, 25 February 2019

IRS Form 15-B, Employer’s Tax Guide to Fringe Benefits, 18 December 2018

Nonappropriated Fund Personnel Program Management and Administration Procedures Guide,

June 2019

Public Law 97-248, Tax Equity and Fiscal Responsibility Act of 1982, 3 September 1982

Public Law 95-598, Bankruptcy, 6 November 1978

Public Law 104-134, Debt Collection Improvement Act of 1996, 30 April 1999

Public Law 97-276, Collection of Indebtedness of Employees of Federal Government Resulting

from Action or Suit Brought Against Employee by United States.

TA-AFSFMS-08,1876 Processing Using NAFDIS

TA-AFSFMS-09, Creating the NAF Central Cashier Control Log

TA-AFSFMS-13, Transfer Between Cost Centers and Nonappropriated Fund Labor Transfer

Form

TA-AFSFMS-14, NAF Property Disposals and Transfers

TA-AFSFMS-15, Fixed Asset Template

TA-AFSFMS-23, Construction Payment and Reimbursements

TA-AFSFMS-33,Nonappropriated Fund Payroll SF-1150

TA-AFSFMS-34, Annual and Sick Leave Record

TA-AFSFMS-39,Offline and Payroll Processing

TA-AFSFMS-40, Transfer In or Out From an Outside Services Agency (Nonappropriated Fund

or AAFES)

AFMAN34-209 2 OCTOBER 2019 141

TA-AFSFMS-59, Attaching Financial Statement Footnotes to 6i Report,

Training Aid NA-12, Break-Even Analysis

Training Aid NA-14, Bingo and Slot Machine Reporting

Training Aid NA-14A- Prizewinner’s 1099-MISC

Training Aid NA-18, Separation of Duties within the Nonappropriated Fund Accounting Office

and Activities

Training Aid NA-31, Accounting for New Facility Start-up Costs

Training Aid NA-43, Tip Reporting Requirements and Tip Processing Procedures

Training Aid NA-45, Tip Allocation Procedures and IRS Instructions for Form 8027

Training Aid NA-54, Calculating Lodging Assessment and Surcharge

31 Code of Federal Regulations Part 208, Management of Federal Agency Disbursements

Prescribed Forms

AF Form 1736, Nonappropriated Fund Cash Management and Investment Program Account

Verification

AF Form 1875A, Nonappropriated Fund Individual Cashier’s Report

AF Form 1876, Nonappropriated Fund Consolidated Cost Center Report

AF Form 1877, Nonappropriated Fund Central Cashier Control Log

AF Form 2533, Nonappropriated Fund Transfer Between Cost Centers

Adopted Forms

AF Form 9, Request for Purchase

AF Form 1001, Award Recommendation Transmittal

AF Form 1408, Nonappropriated Fund Call Register

AF Form 270, Aero Club Operations

AF Form 332, Base Civil Engineer Work Request

AF Form 1401, AF Petty/Refund Voucher

AF Form 2209, Nonappropriated Fund Order for Supplies or Services

AF Form 2534, Nonappropriated Fund Property Disposal/Transfer Receipt

AF Form 2545, Nonappropriated Fund Instrumentality Notification of Personnel Action

AF Form 2557, Nonappropriated Fund Cash Receipt Voucher

DD Form 2661, Spoiled/Canceled Check Record

Form ES 931, Request for Wage and Separation Information

IRS Form 587, Business Use of Your Home (Including Use by Day Care Providers)

142 AFMAN34-209 2 OCTOBER 2019

IRS Form 941, Employer’s Quarterly Federal Tax Return

IRS Form 945, Annual Return of Withheld Federal Income Tax

IRS Form 1099-MISC, Miscellaneous Income

IRS Form 4070, Employee’s Report of Tips to Employer

IRS Form 4070A, Employees Daily Record of Tips

IRS Form 8027, Employer’s Annual Information Return of Tip Income and Allocated Tips

IRS Form W2, Wage and Tax Statement

IRS Form W2C, Corrected Wage and Tax Statement

IRS Form W-2G, Certain Gambling Winnings

IRS Form W-4, Employee’s Withholding Allowances Certificate

OPM Form 71, Request for Leave or Approved Absence, September 2009

OPM memorandum PPM-2008-01, Order of Precedence

Standard Form 1150, Record of Leave Data

Abbreviations and Acronyms

AAFES—Army and Air Force Exchange Service

ACH—Automated Clearing House

AF—Air Force

AFFMF—Air Force Financial Management Fund

AFI—Air Force Instruction

AFIMSC—Air Force Installation and Mission Support Center

AFLF—Air Force Lodging Fund

AFMAN—Air Force Manual

AFPD—Air Force Policy Directive

AFRIMS—Air Force Records Information Management System

AFSFMS—Air Force Services Financial Management System

AFSVC—Air Force Services Center

ANG—Air National Guard

APO—Air Post Office

CCS—Cash Control Summary

CMIP—Cash Management and Investment Program

CV—Check Void

DOB—Date of Business

AFMAN34-209 2 OCTOBER 2019 143

DoD—Department of Defense

DoDI—Department of Defense Instruction

DSN—Defense Switched Network

EFT—Electronic Fund Transfer

FSS—Force Support Squadron

G/L—General Ledger

GLAF—General Ledger Adjustment Form

IBPS—Internet Based Purchasing System

I&E—Income and Expense

ITIN—Individual Tax Payer Identification Number

IUF—Isolated Unit Funds

JTR—Joint Travel Regulations

LES—Leave and Earning Statement

LOF—Life-of-the-Fund

LWOP—Leave Without Pay

MAJCOM—Major Command

MBF—Military Banking Facility

MICR—Magnetic Ink Character Recognition

MOA—Memorandum of Agreement

MPO—Military Pay Order

MWR—Morale, Welfare, and Recreation

MWRF—Morale, Welfare, and Recreation Fund

NAF—Nonappropriated Fund

NAF AO—Nonappropriated Fund Accounting Office

NAFDIS—Nonappropriated Fund Data Interface System

NAFFA—Nonappropriated Fund Financial Analyst

NAFI—Nonappropriated Fund Instrumentality

NAFRIS—Nonappropriated Fund Resale Inventory System

NIAD—Net Income Adjusted for Depreciation

NPA—Nonappropriated Fund Purchase Agreement

NRB—NAF Requirements Budget

NTE—Not to Exceed

144 AFMAN34-209 2 OCTOBER 2019

OI—Operating Instruction

OCONUS—Outside the Continental United States

OPR—Office of Primary Responsibility

OT—Overtime

PAW—Payroll Adjustment Worksheet

P-CARD—Purchase Card

PCI—Purchase Card Industry

PCS—Permanent Change of Station

PL—Public Law

PO—Purchase Order

POC—Point of Contact

POS—Point of Sale

PPEA—Prior-Period Equity Adjustment

PTA—Program Training Aid

RCK—Returned Check

RDS—Records Disposition Schedule

RMFC—Resource Management Flight Chief

SEV—Severance Account

SITW—State Income Tax Withholding

SLT—Sick Leave Taken

SOA—Statement of Account

SOFA—Status of Forces Agreement

SOE—Statement of Earnings

SPP—Small Projects Program

SSA—Social Security Administration

SSC—Shared Service Center

SSN—Social Security Number

TA—Training Aid

T&A—Time and Attendance

TDY—Temporary Duty

TLA—Temporary Lodging Allowance

TLF—Temporary Lodging Facility

AFMAN34-209 2 OCTOBER 2019 145

TOP—Treasury Offset Program

UPS—United Parcel Service

US—United States

USC—United States Code

USAF—United States Air Force

USAFE—USAF Europe

USDA—United States Department of Agriculture

VA—Veterans Administration

VAQ—Visiting Airmen's Quarters

VAT—Value Added Tax

YP—Youth Program

Terms

Accounting Period—An accounting period is from the first day of a given month through the last

day of the same month.

Accounting System—The Nonappropriated Fund accounting system is based on commercial

accounting practices modified to meet the needs of the Air Force. The principles underlying this

system are based on experience, the needs within the Air Force Nonappropriated Fund

Instrumentality environment and generally accepted accounting principles.

Accounting Year—The accounting year is from 1 October of a given year through 30 September

of the following year.

Activity—This term describes operational organizations within the Force Support Squadron

structure, such as bowling center, officers' club. An activity is made up of several sub-activities.

These sub-activities refer to the specific functions within each operational organization, or activity,

such as, lanes operation, snack bar, bar, dining room, gaming machines, ticket operations, etc. Do

not confuse the operational functions of the activity with the accounting term cost center, which

determines the level of accountability for financial transactions.

Accumulated Depreciation—The total depreciation taken on an asset since its acquisition.

Balance Sheet—The balance sheet shows the financial position of a Nonappropriated Fund

Instrumentality at a point in time. It lists the assets and claims against the Nonappropriated Fund

Instrumentality. The balance sheet lists separate columns for current period (FY) and prior period

data. This report also includes current and acid test ratios.

Budget Working Committee—Individuals selected by the Force Support Squadron Commander

or director to review and prioritize items on Nonappropriated Fund requirements budgets.

Capital Requirements Budget—A formal five-year financial plan which shows the estimated

cost and time for buying new equipment, furnishings, renovating facilities, replacing and repairing

fixed assets, buying bulk purchases of expendable equipment and buying bulk purchases of high

cost supply items.

146 AFMAN34-209 2 OCTOBER 2019

Cash Flow Budget—A formal financial plan which shows the beginning cash balance, the cash

inflows and outflows, and the ending cash balance expected for a period of time. The purpose of

the cash flow budget is to anticipate changes in the level of cash. A cash flow budget is prepared

for each Nonappropriated Fund Instrumentality.

Consignment—A business arrangement in which a business (i.e. FSS Activity), also referred to

as a consignee, agrees to pay a seller, or consignor, for merchandise after the item sells.

Cost Center—Term used to identify the accounting subdivision of a Nonappropriated Fund

Instrumentality. This term is used for accounting purposes and should not be confused with the

operational term activity. A standard 4-digit identity code is assigned by Air Force for each cost

center.

Current Assets—Cash and other assets that should be turned into cash (accounts receivable and

inventory) during the next 12 months.

Current Liabilities—Debts that should be paid within the next 12 months; includes accounts

payable, accrued payroll, taxes and current portion of loans payable.

Custodian—The Resource Management Flight Chief is the primary custodian for all

Nonappropriated Fund Instrumentalities supporting an installation. This does not include

exchanges and in some instances Nonappropriated Fund Instrumentalities at remote or isolated

units.

Depreciation—The method used to expense the acquisition cost of a fixed asset over the life

expectancy of that asset.

Financial Analysis—Analysis is a continuing review and evaluation process throughout the

normal course of operations, with the manager as the focal point. The objective is to spot potential

problems, identify root causes and obtain solutions.

Fixed Assets—Tangible items with an individual cost of $1,000 or more, and with a life

expectancy of two years or more, which do not lose their identity through use (includes items such

as, furniture, equipment, tools, machinery, facilities, major repairs and improvements, etc.).

Gaming Machines—Games of chance or slot machines, paying cash or prizes to the player upon

redemption of winnings.

General Ledger—The general ledger is the core of the Nonappropriated Fund accounting system

and provides details of all accounting entries for the current period. The system consists of control

accounts for assets, liabilities, equity, income and expenses.

Income and Expense Operating Budget—A formal financial plan which reflects monthly and

quarterly projected income and expenses for a fiscal year. It reflects the expected outcome of

management's plans and decisions in financial terms. It shows the revenue and associated expenses

an activity expects to generate over a given period. This budget gives the activity manager an

estimate of the profit to be realized from the operation. For this reason, the Income and Expense

budget is sometimes referred to as the operating budget.

In-Use Inventory—In-use inventory consists of merchandise maintained by operating activities

for resale or consumption in sales outlets such as bars, pro shops, restaurants and snack bars.

AFMAN34-209 2 OCTOBER 2019 147

Liabilities—Liabilities are obligations to transfer assets, provide services, or otherwise expense

assets to satisfy responsibilities resulting from past or current transactions. They are classified on

the financial statements as either current or noncurrent liabilities.

Minimum Cash Balance—The minimum amount of cash that should be kept in cash-in-bank for

efficient operations and sound cash management.

Net Book Value—The cost of an asset less the accumulated depreciation on the asset.

Small Operations—Those with limited programs and gross revenues of less than $36,500 per

year. Small operations may not require all of the detailed accounting records and procedures

outlined for Nonappropriated Fund Instrumentalities at installations or stations.

Statement of Cash Flows—The Statement of Cash Flows is a formal statement of cash received

and cash paid out during the reporting period. It shows the sources and uses of cash and prepared

by the Nonappropriated Fund Instrumentality.

Unprogrammed Nonappropriated Fund Expenditures—Expenditures for costly capital assets

(equipment and facilities) which are not included in the CRB of the Nonappropriated Fund

Instrumentality (called unprogrammed or out-of-cycle) can cause serious cash flow problems.

148 AFMAN34-209 2 OCTOBER 2019

Attachment 2

MEMORANDUM RECEIPT CUSTODIAN REPLACEMENT OR ALTERNATE

CUSTODIAN CHANGE

Figure A2.1. Memorandum Receipt Custodian Replacement or Alternate Custodian

Change.

DATE: __________________

This is to certify that I, (name), having been designated by the Force Support Squadron commander or

director, to replace (name), as Custodian at (base) AFB, effective (date) do hereby acknowledge

custodianship of the assets of the Nonappropriated Fund Instrumentalities listed below. My acceptance

is based on the Financial Statements as of (Date): (Note: Financial Statements consist of Balance

Sheet and Statement of Income and Expense)

Nonappropriated Fund Instrumentality: _______________________

In addition to reviewing the Financial Statements, I have reviewed the following:

Daily Cash Management and Investment Program statement for the funds listed below:

As-of-Date Fund ID Amount

_________ ___________ ___________

Schedules of Accounts Receivable (last statement date may be used):

As-of-Date Fund ID Amount

_________ ___________ ___________

Outstanding Obligations (last statement date may be used):

As-of-Date Fund ID Amount

_________ ___________ ___________

I accept the following documents:

The perpetual files for each Nonappropriated Fund Instrumentality listed above.

Assets receipts for each Nonappropriated Fund Instrumentality listed above.

I accept control of the following assets based on physical inventory or other means by which I have

satisfied myself.

Account Payable Fund equipment assigned to the Resource Management Flight Chief as of (date).

AFMAN34-209 2 OCTOBER 2019 149

Nonappropriated Fund fixed assets within the Resource Management Flight Chief as of (date).

__________________________

Incoming Custodian (Signature)

The requirements for change of Custodian have been met.

_________________________

Force Support Squadron commander or director

150 AFMAN34-209 2 OCTOBER 2019

Attachment 3

MEMORANDUM RECEIPT/ASSUMPTION OF DUTIES – ACTIVITY MANAGER

Figure A3.1. Memorandum Receipt/Assumption Of Duties – Activity Manager.

(Date)

Effective (date), I certify that I, (name), having been designated by the Force Support

Squadron commander or director to replace (name) as activity manager of the (Cost

Center/Nonappropriated Fund Instrumentality), (Base) AFB for (a stated period of time) (NTE

30 days; 31 - 60 days; over 60 days; permanently) and will assume the duties and

responsibilities of the position.

(Note: When duties are resumed by the activity manager, replace the above paragraph with:)

Effective (date), I, (name) resume duties as (activity manager/custodian) of (cost

center/Nonappropriated Fund Instrumentality), (base) from (name), who has replaced me since

(date).

(Note: Include the below when duties are both assumed and reassumed):

I do hereby acknowledge receipt of the following assets as detailed in the financial statements.

Change Funds $_____________

Imprest Funds $_____________

Accounts Receivable (lodging funds only) $_____________

Inventory (in use) $_____________

Inventory (warehouse) $_____________

Property Valued at $_____________

(attach listing)

I have reviewed the Financial Statements (refer to note), inventory listing, or otherwise

satisfied myself as to the accuracy of the above.

_________________________________________

Activity Manager/Interim Activity Manager (signature)

The requirements for change of activity managers have been met.

_________________________________________

Force Support Squadron commander or director (signature)

Note: Financial Statements consist of balance sheet, statement of income and expense

accounts.

AFMAN34-209 2 OCTOBER 2019 151

Attachment 4

EXPLANATION OF AMOUNTS ENTERED ON BANK VERSUS BASE VARIANCE

REPORT ISSUED BY AFSVC/FMTB

A4.1. Section labeled Bank Statement:

A4.1.1. Line 1 shows total of deposits and credits posted by the field bank, current month.

A4.1.2. Line 2 shows total debit memos (this includes returned checks) posted by the field

bank, current month, except for the last day's debit memos. Note: If the field bank posts any

debit memos on the last business day of the month (last 2 business days for overseas bases)

and AFSVC/FMTB cannot identify that they have been reported, these debit memos are carried

forward to be included with the debit memos on line 2 in the following month.

A4.1.3. Line 3 allows space to record any bank adjustments or corrections.

A4.1.4. Line 4 is the net total of deposits and other bank credits, less debit memos and

dishonored checks posted by the bank and considered in the current reconciliation, plus or

minus any bank adjustments on line 3.

A4.2. Section labeled Base Reported:

A4.2.1. Line 1 shows the total (adjusted, if necessary, to account for in transit items) deposits

reported and accepted as shown on the monthly deposit report.

A4.2.2. Line 2 shows the total (adjusted, if necessary, to account for in transit items)

dishonored checks and bank debit memos reported and accepted as shown on the monthly

deposit report.

A4.2.3. Line 3 is for any AFSVC/FMTB adjustments (if applicable) requested by the base

during the month.

A4.2.4. Line 4 is the net total of deposits, less debit memos and dishonored checks, reported

and accepted, plus or minus any adjustments on line 3.

A4.3. Net Variance. The net variance is the difference between what the bank posted and what

the base reported. If the amount on line 4 of the Base Reported section (i.e., Total Net Deposits

Accepted) is greater than the amount on line 4 of the Bank Statement section (i.e., Total Net

Deposits Posted to Your Bank Statement), the net result is a negative variance. However, if the

amount on line 4 of the Bank Statement section is greater than the amount on line 4 of the Base

Reported section, the net result is a positive variance.

152 AFMAN34-209 2 OCTOBER 2019

Attachment 5

EXPLANATION OF DATA TO BE REPORTED ON AF FORM 1736

A5.1. Line 1. Enter the balance shown on the CMIP statement as of the last day of the month.

A5.2. Line 2. Enter the net of 2a, 2b, 2c, 2d, 2e, and 2f. These are transactions posted to the

General Ledger, but not yet recorded in CMIP. These reconciling items are used when a daily

transmission during the month is received after the last DOB for the month.

A5.3. Line 3. Enter the net of 3a, 3b, and 3c. These lines are to record items which require

AFSVC/FMTB correction. This includes check variances to be reversed and deposit validation

items which will "wash" in the following month.

A5.4. Line 4. Enter the net of 4a, 4b, 4c, and 4d. These lines are to record rejected transactions

by type. Use these lines for entries recorded to cash in bank in the General Ledger and reported,

but rejected and not updated on CMIP.

A5.5. Line 5. Enter the total of line 1, plus or minus the total of lines 2, 3, and 4. This will be

the adjusted CMIP balance.

A5.6. Line 6. Enter cash control summary balance.

A5.7. Line 7. Enter general ledger account code 1010000 balance.

A5.8. Lines 5, 6, and 7 must agree. All reconciling items are shown as an attachment to the

Form and are identified by amount, document number, date, cause, and the method and date of

correction.