[Evpo] Completed PO-24-D0258 form

Wed Feb 21 10:26:11 EST 2024

Thank you Connie.
Melissa

Melissa Torres
Construction and Infrastructure Services Group Manager
Procurement Department
Jefferson Science Associates<https://www.jlab.org/>
Thomas Jefferson National Accelerator Facility
12000 Jefferson Ave, Newport News VA 23606
Tel: (757)269-7585  |  Email: torres at jlab.org
**Remote Offsite Mon-Fri: 7:00am - 3:30pm**

From: Connie Adams <cadams at jlab.org>
Sent: Wednesday, February 21, 2024 9:53 AM
To: Melissa Torres <torres at jlab.org>
Cc: Tori Hundley <hundley at jlab.org>; evpo at jlab.org; Shareen McCallum <mccallum at jlab.org>; Connie Adams <cadams at jlab.org>
Subject: RE: [Evpo] Completed PO-24-D0258 form

Morning Melissa,

Understood.

Our role in Finance is to receive accruals from the division TRs on current work in progress to enter into the system.  Unfortunately, if no accrual is received after three (3) attempts then it will be entered as 'no accrual'.

You have already defined the accrual process...it is just providing the percentage of the work completed to date so the cost can be recognized in the system per DOE requirements.  The procedure to obtain this information is determined by the divisions and their TRs.

Obtaining the percentage completed from General Atomics and providing it on the percentage form to evpo at jlab.org<mailto:evpo at jlab.org> would be what is needed.  If the percentage is 0% then you would just email no accrual for February 2024.

Hope this helps!

Thanks,

Connie Adams
Financial Systems Accountant
Jefferson Science Associates LLC/Jefferson Lab
E-mail: cadams at jlab.org<mailto:cadams at jlab.org>
757-269-5108

From: Melissa Torres <torres at jlab.org<mailto:torres at jlab.org>>
Sent: Wednesday, February 21, 2024 9:18 AM
To: Connie Adams <cadams at jlab.org<mailto:cadams at jlab.org>>
Cc: Tori Hundley <hundley at jlab.org<mailto:hundley at jlab.org>>
Subject: RE: [Evpo] Completed PO-24-D0258 form

Good morning Connie,
I spoke with Haipeng and he doesn't understand even though I walked him through it and tried to explain the process with no results.  Unfortunately this is a 3 year PO but we only funded the first year which is the 1 line item in Costpoint.  I can reach out to General Atomics and asked them what percentage of work they have completed in February of the first year other than that I can't force him to complete the spreadsheet due to his lack of understanding accruals.

I understand that there will be a section in Mitch's TR training that will cover accruals and this is much needed rather than the people responsible just reading about it.  I think for the most part there is a good understanding of this process but there are a few that don't understand what is needed.  I hope the extra training helps.

I will let you know what General Atomics tells me.
Thank you,
Melissa

Melissa Torres
Construction and Infrastructure Services Group Manager
Procurement Department
Jefferson Science Associates<https://www.jlab.org/>
Thomas Jefferson National Accelerator Facility
12000 Jefferson Ave, Newport News VA 23606
Tel: (757)269-7585  |  Email: torres at jlab.org<mailto:torres at jlab.org>
**Remote Offsite Mon-Fri: 7:00am - 3:30pm**

From: Connie Adams <cadams at jlab.org<mailto:cadams at jlab.org>>
Sent: Tuesday, February 20, 2024 11:17 AM
To: Melissa Torres <torres at jlab.org<mailto:torres at jlab.org>>; Haipeng Wang <haipeng at jlab.org<mailto:haipeng at jlab.org>>
Cc: Tori Hundley <hundley at jlab.org<mailto:hundley at jlab.org>>; evpo at jlab.org<mailto:evpo at jlab.org>
Subject: RE: [Evpo] Completed PO-24-D0258 form

Thanks Melissa!  The difference in the number of SubK PO lines is an issue I can't address.

Thanks again!

Connie Adams
Financial Systems Accountant
Jefferson Science Associates LLC/Jefferson Lab
E-mail: cadams at jlab.org<mailto:cadams at jlab.org>
757-269-5108

From: Melissa Torres <torres at jlab.org<mailto:torres at jlab.org>>
Sent: Tuesday, February 20, 2024 11:14 AM
To: Connie Adams <cadams at jlab.org<mailto:cadams at jlab.org>>; Haipeng Wang <haipeng at jlab.org<mailto:haipeng at jlab.org>>
Cc: Tori Hundley <hundley at jlab.org<mailto:hundley at jlab.org>>; evpo at jlab.org<mailto:evpo at jlab.org>
Subject: RE: [Evpo] Completed PO-24-D0258 form

Hi Connie,
I will be happy to assist Haipeng with this order.
Thank you,
Melissa

Melissa Torres
Construction and Infrastructure Services Group Manager
Procurement Department
Jefferson Science Associates<https://www.jlab.org/>
Thomas Jefferson National Accelerator Facility
12000 Jefferson Ave, Newport News VA 23606
Tel: (757)269-7585  |  Email: torres at jlab.org<mailto:torres at jlab.org>
**Remote Offsite Mon-Fri: 7:00am - 3:30pm**

From: Connie Adams <cadams at jlab.org<mailto:cadams at jlab.org>>
Sent: Tuesday, February 20, 2024 11:11 AM
To: Haipeng Wang <haipeng at jlab.org<mailto:haipeng at jlab.org>>; Melissa Torres <torres at jlab.org<mailto:torres at jlab.org>>
Cc: Tori Hundley <hundley at jlab.org<mailto:hundley at jlab.org>>; evpo at jlab.org<mailto:evpo at jlab.org>
Subject: FW: [Evpo] Completed PO-24-D0258 form

Morning Melissa,

Could you assist Haipeng with this accrual for 24-D0258 for February 2024?  Note the form is reflecting 8/31/2024 opposed to 2/27/2024 and he has submitted four (4) lines, however, the SubK PO only has one (1) line.  The form should reflect line numbers opposed to letters.

We are on the 3rd request for the accrual.  I have attached a copy of the Training Manual to assist and a few screenshots from the manual.

Please advise if anything is amiss.

Thanks in advance,

[cid:image005.png at 01DA64B0.61FDB6D0]

[cid:image007.png at 01DA64B0.61FDB6D0]

[cid:image009.png at 01DA64B0.61FDB6D0]
Connie Adams
Financial Systems Accountant
Jefferson Science Associates LLC/Jefferson Lab
E-mail: cadams at jlab.org<mailto:cadams at jlab.org>
757-269-5108

________________________________
From: Haipeng Wang <haipeng at jlab.org<mailto:haipeng at jlab.org>>
Sent: Tuesday, February 20, 2024 9:03 AM
To: Tori Hundley <hundley at jlab.org<mailto:hundley at jlab.org>>
Subject: Re: [Evpo] Completed PO-24-D0258 form

Tori,
     I don't know how to fill this form for such subcontract to GA. The
contract is in yearly renewed basis with the first end of performance
period at 08/31/2024. The services and deliverables is at the
subcontractor site at GA except consulting service to JLab which is 0%
by now.
Please advice
Haipeng

On 2/20/2024 8:47 AM, Tori Hundley wrote:
> Good Morning Haipeng!
>
> Thank you for sending in your accrual for February. However, the
> following item(s) need to be corrected:
>
>  *
>     The complete through date is incorrect on the submittal. It should
>     state  02/27/2024 (NEW month end date per schedule).
>  *
>     The PO Line# need to be numeric and correspond to the PO lines
>     that are being accrued. Unable to determine which lines to accrue
>     with the current submittal.
>
>
> Please make the above revision(s) and resubmit to evpo at jlab.org<mailto:evpo at jlab.org>.
>
>  Should you have any questions or need anything further, please let me
> know. Thanks!
>
> Regards,
>
> Tori S. Hundley
>
> Treasury Accountant
>
> Jefferson Science Associates LLC
>
> 757-269-6609
>
> E-mail: _hundley at jlab.org<mailto:_hundley at jlab.org> <mailto:mccallum at jlab.org>_
>
> ------------------------------------------------------------------------
> *From:* Evpo <evpo-bounces at jlab.org<mailto:evpo-bounces at jlab.org>> on behalf of Haipeng Wang via
> Evpo <evpo at jlab.org<mailto:evpo at jlab.org>>
> *Sent:* Tuesday, February 20, 2024 8:15 AM
> *To:* evpo at jlab.org<mailto:evpo at jlab.org> <evpo at jlab.org<mailto:evpo at jlab.org>>
> *Subject:* [Evpo] Completed PO-24-D0258 form
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