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PCFO Procedures for Tracking Funds

CFC Memorandum 2004-05

March 15, 2004

SUBJECT: PCFO Procedures for Tracking Funds

With campaigns just beginning to receive payroll deduction funds for the 2003 Campaign, I wanted to take this opportunity to remind you about the importance of having procedures to track the funds from the various agency payroll offices. CFC Memorandum 2003-4, issued on February 11, 2003, (attached) provided a suggested methodology for tracking the funds. It is important that the tracking system be in place early. The sooner a problem is identified, the more likely it is to be resolved properly. By waiting until the end of the campaign cycle, you risk being unable to retrieve funds meant for your campaign that may have been misdirected to another campaign.

Please note that, because most checks and electronic fund transfers (EFT's) are actually paid through the Department of Treasury, the supporting documentation identifying the agency, the pay period dates, and the number of employee deductions will not be included with the payment. This information will come separately from the agency payroll office. PCFOs should compare these statements with the funds received and with relevant internal records to verify accuracy of receipts.

As always, the Office of CFC Operations is available to assist your campaign with any problems you may encounter.

Thank you for your attention to this matter.

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