Other Object Advice of Corrections

What is an Advice of Correction (AOC)?

Advice of Corrections (AOCs) are used to submit changes to paid transactions (e.g. Citibank Invoices, Travel Orders). The most common elements modified using AOCs are Project/Task (formerly Cost Center), Organization Code, and Object Class. However, AOCs can also be used to modify other data elements, such as Bureau Code, Fund Code, Fund Code Fiscal Year (FCFY), and line item account distribution (i.e. when splitting a line item between multiple Projects).

Other Object Advice of Corrections are used to make changes to all non-Labor charges (e.g. bankcard purchases, Accounts Payables). These changes are initiated by filling out an Other Objects Correction Request Form (NIST-13 for NIST or the AOC spreadsheet for the Customer Bureaus).

• Transactional Changes:    An employee would use an AOC to update individual transactions due to errors, ACCS changes, or other miscellaneous modifications.



• Example 1:    A cardholder has reconciled bankcard transactions in the Commerce Purchase Card System (CPCS) and the Approving Official has approved the purchases in CPCS. After the purchases have already been paid in the Core Financial System (CFS), the Approving Official notices that the charges should be applied to a different Object Class. In this situation, a NIST-13 or the AOC spreadsheet would need to be submitted to the Data Control/Cost Execution Group in order to correct the Object Class for the paid CPCS transaction.



• Example 2:    A travel order was approved in the travel system (Travel Manager), and was then paid and invoiced within CFS. The Administrative Officer (AO) subsequently determined that the Project/Task charged was incorrect and the charges should be applied to a different Project/Task. The AO would need to submit a NIST-13 (see example on page 2) or the AOC spreadsheet (see example on page 3) for the Customer Bureaus to the Data Control/Cost Execution Group to change the original Project/Task (e.g. 3740951-000) on the paid travel order to a new Project/Task (e.g. 3740200-000).

How are AOCs submitted?

Other Object AOCs should be submitted using the NIST-13 Form or the AOC spreadsheet for the Customer Bureaus. The NIST-13 Form can be found on the NIST Internal Website on the Online Administration Forms page (http://www-i.nist.gov/admforms_online.htm).

• Enter in the original information (e.g. ACCS) to be modified in the top half of the form; including the transaction number that references the line item being modified.
• Enter in the corrected information (e.g. ACCS) in the bottom half of the form.
• Obtain the appropriate approvals (no change in approval requirements).
• Submit the form to the Data Control/Cost Execution Group via NIST internal mail system to MS 3735, Bldg. 101/A822.

• Enter in the original information (e.g. ACCS) to be modified in the “From Account” portion of the spreadsheet; including the transaction number that references the line item being modified.
• Enter in the corrected information (e.g. ACCS) in the “To Account” portion of the spreadsheet.
• Obtain the appropriate approvals (no change in approval requirements).
• Submit the spreadsheet to the Data Control/Cost Execution Group at NIST in Bldg. 101/A822, Mail Stop 3735.