Form RUS Form 219 RUS Form 219 Inventory of Work Orders

Advance of Loan Funds and Budgetary Control and Related Burdens.

UEP_form_219_multi.xls

Advance of Loan Funds and Budgetary Control and Related Burdens.

OMB: 0572-0015

Document [xlsx]
Download: xlsx | pdf

Overview

Instructions
Data Input
Form 219
Minor Constr. Form 219
Optional Special Equip. Summary
Optional Transformer Conv. Cost


Sheet 1: Instructions










Version 16, 10/21/02/02


INSTRUCTIONS FOR USE OF AUTOMATED FORM 219



















Effective August 6, 1999, RUS published in the Federal Register a change to 7 CFR 1710.









This change eliminates the traditional accounting and engineering classification of "Ordinary









Replacement". This 219 implements this change by eliminating the "Original Cost" column.









The aforementioned change combines the classifications of "System Improvements" and "Ordinary









Replacements" into a single category which will be referred to as "Replacement of Plant"




















Never use the master file for data input. Save the original file for continued use and always









enter data on a copy of the original. The original can also be saved as a template to avoid









accidental use of the master.



















1 All input for a standard Form 219 (no minor construction) should be completed on the Data Input tab.



















2 All input for a minor construction Form 219 should be completed on the Minor Constr. Form 219 tab.



















Predominant Cost












When accounting for retirement or removal costs associated with new construction, the predominant cost









method should be used. For example, if incidental to the construction of a new service, a structure in the









existing line had to be changed or removed and the new construction is the costliest part of the









project, the project would be classified as new construction. Conversly, if the costliest part was the removal









or replacement, the project would be classified as a system improvement.






















Standard Work Order 219 Data Input


















All header information is entered in the appropriate box in the top section (yellow). All Work Order









information is entered using an Excel Data Input form. To enter Work Order data, you MUST first









place your cursor in Cell "A20". Next select the "Data" drop-down window and then select









"Form". This will open an Excel Data Input form that will allow you to enter new Work Orders,









edit existing Work Orders, delete existing Work Orders, etc. DO NOT ENTER WORK ORDER









DATA DIRECTLY INTO THE WORKSHEET. DO NOT USE THE "DELETE" KEY ON THE FIRST









RECORD. YOU MAY DELETE ANY ADDITIONAL RECORDS YOU ENTER EXCEPT RECORD 1.









TO CLEAR THE CONTENTS OF RECORD ONE, HIGHLIGHT CELLS A20 THROUGH K20.









SELECT "EDIT-CLEAR-CONTENTS". This action will clear the contents of the first record but









retain the formatting and formula for entering new data. Always leave your cursor in cell









"A20" while performing any function except the one noted above.



















1 The Data Input sheet includes one additional column "Code Cat." or Code Category that is not normally









found on a normal 219. This form requires input in this column in order to sort and subtotal your projects









by code category. You may enter work orders in any order that you wish but you must include a Code









Category such as 300 or 100, etc. The form will sort and subtotal your work orders according to the Code









Category that you provide for each work order. For example: If the first work order is project code 235,









you would insert 0200 for the Code Category 0200. If the next work order was a code 101, you would enter









code 0100 for the Code Category; and so on.



















2 Year - Enter the year as a 4 digit entry; for example 1999 or 2000.



















3 When you have completed entering all work orders that will be included on the subject Form 219, close









the data form box and review each work order to assure that there are no error messages in the "Loan Funds"









box. If a "ERROR-reduce CIAC" message appears, you should reduce Contributions In Aid of









Construction to a level that will produce $0.00 Loan Funds. This is accomplished by reopening the Data Form









box and moving to the work order in question using the "next" and "previous" buttons". You would then reduce









CIAC by an appropriate amount so that Loan Funds will be $0.00. See Bulletin 1767B-2, paragraph 8.6.7.10.1.



















4 The next step is to press the Sort button. This will sort all the work orders by Code Category.



















5 The next step will create the Form 219 according to the data entered and sorted on the Data Input sheet.









Press the Create 219 button. If asked whether you want to replace the contents of destination cells - Press









YES. This action will subtotal the data by Code Category and copy the information to the blank Form 219









that is located on the first tab. This action will also create the Summary By Budget Number that is









located in the bottom left corner of the Form 219.









DO NOT PRESS THE "CREATE 219" BUTTON MORE THAN ONCE WITHOUT FIRST PRESSING









THE "CLEAR 219" BUTTON.



















6 If you are satisfied that the Form 219 is correct and no changes are required, go to Printing the Form 219









section below. If corrections are needed, go to the Editing the Form 219 section below.























Editing the Form 219
















1 It is very important that you follow these directions in order to successfully edit and create a new Form









219 with the corrected data.



















2 DO NOT MAKE ANY CHANGES ON THE FORM 219.



















3 Go to the Data Input tab and press the Clear Subtotals button. This action will remove the subtotals that









were previous created.



















4 Now press the Clear Form 219 button. This action will remove the data from the









Form 219 located under the first tab.



















5 You may now edit existing data or enter additional data (see section above for instruction on entering/editing









work order data). If you enter new work orders, you will need to Sort the work orders again by pressing the









Sort button again and preceding as before.























Printing the Form 219
















1 Your almost Home!!! You have entered all the work orders that you need or will fit on the Form 219,









corrected all the erroneous information that was obviously provided by others and verified the output









on the actual Form 219 that is located on the first tab. You are now ready to print the final Form 219.



















2 This is the easy part. First select the Form 219 tab. Now print this page by selecting the Print Icon or









selecting Print Command under the File drop down box. That's all there is to it.



















3 Don't forget to save your work.























Creating a Minor Construction Form 219
















1 In this case, you will actually enter the information directly on the Minor Construction Form 219.









It is located above the "Minor Constr. Form 219" tab.



















2 The only difference between this form and any other standard or hard copy of a Form 219 is the fact that









an area has been provided below the section for dollar amounts for you to enter the required Description









of Construction. In addition, the form will automatically total amounts entered in columns 4 through 9 into









column 10 (do not overwrite the formulas in column 10) and will subtotal all work order totals and create the









Summary by Budget Items total in the bottom left corner of the form. One additional difference is the









required Environmental Certification that is provided just above the Borrower Certification.



















3 Once you have entered all data required, print the form by selecting the Print Icon or the Print Command









located under the File drop down box.



















4 Don’t forget to save your work.























Creating a Special Equipment Summary









and/or Transformer Conversion Cost Sheet
















1 As with the Minor Construction Form 219, this form is created by entering data directly onto the form. The









form is located above the "Special Equip. Summary" tab.



















2 This form works in conjunction with the Transformer Conversion Costs sheet that is located immediately









following this form. Transformer conversion costs, if any, are first entered on the Transformer Conv.









Cost sheet. These costs are summarized for you and totals provided at the bottom of the form for your









use on the Special Equipment Summary form.



















3 Data for both forms is entered in the same manner as you would on a standard, hard copy, form (see RUS









Bulletin 1767B-2 for details relating to each column.



















4 To print either form, go to the form to be printed and press the Print Icon or select the Print Command









located under the File drop down box.



















5 Don't forget to save your work.




















Sheet 2: Data Input

DATA INPUT SHEET
Inventory Number







Month Ending


Enter header information here!




System Designation







Name of Borrower


Do Not Enter Work Order Data Directly In Cells!


Manager

Date
Place Cursor in Cell "A20" before entering or


Board Officer

Date
editing Work Order data.


Inspection Performed By
To Enter, Edit or Remove Work Orders, Select the "Data" drop-down menu



Firm


and then select "Form". A Form will appear that will allow you to enter new



License Number


W/O's, edit existing W/O's, etc. Do not use the Form Delete Key on Record 1.




740-C WORK ORDER Budget Item No. GROSS FUNDS REQUIRED DEDUCTIONS

CODE Cost Of Cost Of SALVAGE RELATING TO Contributions LOAN FUNDS
Code Code No. Year

Construction: Removal: Improvements Retirements in Aid of SUBJECT
Cat. Construc- Retire-
Improvements or Without Construction TO ADVANCE

tion ment
or Replacements Replacement and Previous BY RUS




Replacements

Advances

YYYY (1) (2) (3) (4) (5) (6) (7) (8) (9)
Cell A20

















































Sheet 3: Form 219


USDA-RUS No funds involved may be requisitioned unless a FORM APPROVED

INVENTORY OF WORK ORDERS completed application Form 219 has been received OMB No. 0572-0015

(7 U.S.C. 901 et seq.) Exp Date: 10/31/15

1. INVENTORY NO. 2. MONTH ENDING


3. SYSTEM DESIGNATION

Instructions - Prepare 2 copies of this form. Forward 1 copy to the





Rural Utilities Service, USDA-RD, Washington DC 20250. Copy 2 is for your records.




4. NAME OF BORROWER

For detailed instructions see RUS Bulletin 1767B-2





740-C WORK ORDER Budget Item No. GROSS FUNDS REQUIRED DEDUCTIONS

CODE Cost Of Cost Of SALVAGE RELATING TO Contributions LOAN FUNDS

Code No. Year

Construction: Removal: Improvements Retirements in Aid of SUBJECT

Construc- Retire-
Improvements or Without Construction TO ADVANCE

tion ment
or Replacements Replacement and Previous BY RUS




Replacements

Advances

(1) (2) (3) (4) (5) (6) (7) (8) (9)













SUMMARY BY BUDGET NUMBER

BORROWER CERTIFICATION - We certify that the costs of construction shown are the actual costs and are reflected in the general







SUMMARY BY BUDGET NUMBER

accounting records. We further certify that funds represented by advances requested have been expended in accordance with the










purposes of the loan, the provisions of the loan contract and mortgage, and RUS bulletins and the Code of Federal Regulations










relative to the advance of funds for work order purposes. We recognize that statements contained herein concern a matter within the










jurisdiction of an agency of the United States and the making of a false, fictitious or fraudulent statement may render the maker subject










to prosecution under Title 18, United States Code Section 1001.










DATE


SIGNATURE (Manager)










DATE


SIGNATURE (Board Approval)










ENGINEERING CERTIFICATION - I hereby certify that sufficient inspection has been made of the construction reported by this










inventory to give me reasonable assurance that the construction complies with applicable specifications and standards and meets










appropriate code requirements as to strength and safety. This certification is in accordance with acceptable engineering practice.










INSPECTION PERFORMED BY


FIRM










LICENSE NUMBER


SIGNATURE OF LICENSED ENGINEER











RUS Form 219 (Rev. 10-12)

V 17, 10/31/12







According to the Paperwork Reduction Act of 1995, an agency may not conduct or sponsor, and a person is not required to respond to a collection of information unless it displays a valid OMB control number.










The valid OMB control number for this information collection is 0572-0015. The time required to complete this information collection is estimated to average 1.5 hours per response, including the time for reviewing










instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information.










Sheet 4: Minor Constr. Form 219

USDA-RUS No funds involved may be requisitioned unless a OMB Control Number
INVENTORY OF WORK ORDERS completed application Form 219 has been received 0572-0015
(7 U.S.C. 901 et seq.) Expiration Date: 10/31/15
1. INVENTORY NO. 2. MONTH ENDING


3. SYSTEM DESIGNATION
Instructions - Prepare 2 copies of this form. Forward 1 copy to the





Rural Utilities Service, USDA-RD, Washington DC 20250. Copy 2 is for your records.




4. NAME OF BORROWER
For detailed instructions see RUS Bulletin 1767B-2





740-C WORK ORDER Budget Item No. GROSS FUNDS REQUIRED DEDUCTIONS
CODE Cost Of Cost Of SALVAGE RELATING TO Contributions LOAN FUNDS
Code No. Year

Construction: Removal: Improvements Retirements in Aid of SUBJECT
Construc- Retire-
Improvememts or Without Construction TO ADVANCE
tion ment
or Replacements Replacement and Previous BY RUS



Replacements

Advances
(1) (2) (3) (4) (5) (6) (7) (8) (9)










In order for this function to calculate, you must enter a code number in column "A".










In order for this function to calculate, you must enter a code number in column "A".










In order for this function to calculate, you must enter a code number in column "A".










In order for this function to calculate, you must enter a code number in column "A".










In order for this function to calculate, you must enter a code number in column "A".










In order for this function to calculate, you must enter a code number in column "A".










In order for this function to calculate, you must enter a code number in column "A".










In order for this function to calculate, you must enter a code number in column "A".










In order for this function to calculate, you must enter a code number in column "A".










In order for this function to calculate, you must enter a code number in column "A".










In order for this function to calculate, you must enter a code number in column "A".










In order for this function to calculate, you must enter a code number in column "A".










In order for this function to calculate, you must enter a code number in column "A".










In order for this function to calculate, you must enter a code number in column "A".










In order for this function to calculate, you must enter a code number in column "A".










In order for this function to calculate, you must enter a code number in column "A".










In order for this function to calculate, you must enter a code number in column "A".










In order for this function to calculate, you must enter a code number in column "A".










In order for this function to calculate, you must enter a code number in column "A".










In order for this function to calculate, you must enter a code number in column "A".










In order for this function to calculate, you must enter a code number in column "A".










In order for this function to calculate, you must enter a code number in column "A".










In order for this function to calculate, you must enter a code number in column "A".










In order for this function to calculate, you must enter a code number in column "A".










In order for this function to calculate, you must enter a code number in column "A".










In order for this function to calculate, you must enter a code number in column "A".










In order for this function to calculate, you must enter a code number in column "A".










In order for this function to calculate, you must enter a code number in column "A".










In order for this function to calculate, you must enter a code number in column "A".
Subtotal



0.00 0.00 0.00 0.00 0.00 0.00
Work OrderNo.




Description of Construction





































































































































SUMMARY BY BUDGET ITEMS ENVIRONMENTAL CERTIFICATION - FOR MINOR PROJECT 219 ONLY






1
We certify that construction reported on the above listed work orders (except certification "2" below), is a categorical exclusion




Item 740-C


of a type described in 7 CFR 1794.31 (b) which normally does not require preparation of a Borrower's Environmental Report.




No. Code Amount 2
We certify that construction reported on work orders


above, is a categorical





exclusion of a type that normally requires a Borrower's Environmental Report which is attached.




1
$0.00 DATE


SIGNATURE (Manager)










BORROWER CERTIFICATION - We certify that the costs of construction shown are the actual costs and are reflected in the general accounting









records. We further certify that funds represented by advances requested have been expended in accordance with the purposes of the loan, the









provisions of the loan contract and mortgage, and RUS bulletins and the Code of Federal Regulations relative to the advance of funds for work order









purposes. We recognize that statements contained herein concern a matter within the jurisdiction of an agency of the United States and the making of a









false, fictitious or fraudulent statement may render the maker subject to prosecution under Title 18, United States Code Section 1001.









DATE


SIGNATURE (Manager)










DATE


SIGNATURE (Board Approval)










ENGINEERING CERTIFICATION - I hereby certify that sufficient inspection has been made of the construction reported by this









inventory to give me reasonable assurance that the construction complies with applicable specifications and standards and meets









appropriate code requirements as to strength and safety. This certification is in accordance with acceptable engineering practice.









INSPECTION PERFORMED BY


FIRM


Total
$0.00




LICENSE NUMBER


SIGNATURE OF LICENSED ENGINEER







RUS Form 219 (Rev. 10-12)

V 17, 10/31/12






According to the Paperwork Reduction Act of 1995, an agency may not conduct or sponsor, and a person is not required to respond to a collection of information unless it displays a valid OMB control number.









The valid OMB control number for this information collection is 0572-0015. The time required to complete this information is estimated to average 1.5 hours per response, including the time for reviewing









instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding this burden estimate or any









other aspect of this collection of information including suggestions for reducing burden to: USDA-RUS, Attn: Director, PDRA, 1400 Independence Ave., S.W., STOP 1522, Washington, DC 20250-1522;









and to the Office of Information and Regulatory Affairs, Paperwork Reduction Project (1910-1800), Office of Management and Budget, Washington, DC 20503.










Sheet 5: Optional Special Equip. Summary

Optional form

CODE 600



SUMMARY OF SPECIAL EQUIPMENT COSTS







Date Reference





Transformer

Salvage Value







Conversion

of Old





Invoice Labor Costs Estimated Loan Funds Transformers

Quan- Size Manufacturer Type Cost and and (from Col.10 Cost of Subject to (from Col. 6 Total Cost

ity Freight Other Trans. Conv. Installation Advance Trans. Conv. Capitalized







Costs

Costs

(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11)

Account 370, Meters - Meter Sockets, Current and Potential Transformers






















In order for this function to calculate, you must enter an amount in column 5. Any amount including $0.00.











In order for this function to calculate, you must enter an amount in column 5. Any amount including $0.00.











In order for this function to calculate, you must enter an amount in column 5. Any amount including $0.00.











In order for this function to calculate, you must enter an amount in column 5. Any amount including $0.00.











In order for this function to calculate, you must enter an amount in column 5. Any amount including $0.00.











In order for this function to calculate, you must enter an amount in column 5. Any amount including $0.00.











In order for this function to calculate, you must enter an amount in column 5. Any amount including $0.00.











In order for this function to calculate, you must enter an amount in column 5. Any amount including $0.00.

TOTALS $0.00 $0.00
$0.00 $0.00
$0.00

Account 368, Line Transformers - Voltage Regulators






















In order for this function to calculate, you must enter an amount in column 5. Any amount including $0.00.
In order for this function to calculate, you must enter an amount in column 5. Any amount including $0.00.











In order for this function to calculate, you must enter an amount in column 5. Any amount including $0.00.
In order for this function to calculate, you must enter an amount in column 5. Any amount including $0.00.











In order for this function to calculate, you must enter an amount in column 5. Any amount including $0.00.
In order for this function to calculate, you must enter an amount in column 5. Any amount including $0.00.











In order for this function to calculate, you must enter an amount in column 5. Any amount including $0.00.
In order for this function to calculate, you must enter an amount in column 5. Any amount including $0.00.











In order for this function to calculate, you must enter an amount in column 5. Any amount including $0.00.
In order for this function to calculate, you must enter an amount in column 5. Any amount including $0.00.











In order for this function to calculate, you must enter an amount in column 5. Any amount including $0.00.
In order for this function to calculate, you must enter an amount in column 5. Any amount including $0.00.











In order for this function to calculate, you must enter an amount in column 5. Any amount including $0.00.
In order for this function to calculate, you must enter an amount in column 5. Any amount including $0.00.











In order for this function to calculate, you must enter an amount in column 5. Any amount including $0.00.
In order for this function to calculate, you must enter an amount in column 5. Any amount including $0.00.

TOTALS $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

Account 365, Overhead Conductors and Devices - Oil Circuit Reclosers and Sectionalizers






















In order for this function to calculate, you must enter an amount in column 5. Any amount including $0.00.











In order for this function to calculate, you must enter an amount in column 5. Any amount including $0.00.











In order for this function to calculate, you must enter an amount in column 5. Any amount including $0.00.











In order for this function to calculate, you must enter an amount in column 5. Any amount including $0.00.











In order for this function to calculate, you must enter an amount in column 5. Any amount including $0.00.











In order for this function to calculate, you must enter an amount in column 5. Any amount including $0.00.











In order for this function to calculate, you must enter an amount in column 5. Any amount including $0.00.











In order for this function to calculate, you must enter an amount in column 5. Any amount including $0.00.











In order for this function to calculate, you must enter an amount in column 5. Any amount including $0.00.

TOTALS $0.00 $0.00
$0.00 $0.00
$0.00

MONTHLY GRAND TOTAL LOAN FUNDS SUBJECT TO ADVANCE $0.00


BORROWER CERTIFICATION


I certify that the costs of construction shown are the actual costs and are reflected in the general accounting records. We further certify that funds represented












by advances requested have been expensed in accordance with the purposes of the loan, the provisions of the loan contract and mortgage, and RUS bulletins












and the Code of Federal Regulations relative to the advance of funds for work order purposes.











Manager's Signature







Date







V 17, 10/31/12












Sheet 6: Optional Transformer Conv. Cost

Optional Form






TRANSFORMER CONVERSION COSTS








DATE REFERENCE








TOTAL TOTAL COST CONVERTED


Size in KVA Retired Transformers

CONVERSION OF CONVERTED UNIT COST





ORIGINAL
RETIREMENT INVOICE COST OTHER COST - TRANSFORMERS COL. 11 /

QUANTITY OLD NEW TYPE INSTALLED SALVAGE LOSS - COL. OF CONVERSION CONVERSION COL. 8 + COL. 6 + COL. 1





COST
5 - COL. 6 AND FREIGHT COSTS COL. 9 COL. 10














(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11) (12)









In order for this function to calculate, you must enter a quantity in column 1. The quantity can be any positive number but cannot be "0".

In order for this function to calculate, you must enter an amount in column 8. Any positive number including "0"






















































































































































































































































































































































CREDIT ACCT. 368, DEBIT ACCT. 106.8




$0.00







DEBIT ACCT. 107.3, CREDIT ACCT. 108.8





$0.00






DEBIT ACCT. 108.6, CREDIT ACCT. 108.8






$0.00





TOTAL INVOICE PRICE, DEBIT ACCT. 107.3







$0.00




TOTAL OTHER COST, DEBIT ACCT. 107.3








$0.00



TOTAL CONVERSION COST









$0.00


GRAND TOTAL










$0.00

V 17, 10/31/12












File Typeapplication/vnd.ms-excel
AuthorClifton A. Burris
Last Modified ByHunt, Rebecca - RD, Washington, DC
File Modified2015-08-07
File Created1999-03-18

© 2024 OMB.report | Privacy Policy