To determine the authorized charges to each of the above mentioned OPTARs, refer to NAVSO P-3013. Reporting Time Frames OPTAR grants are available for obligations only during the fiscal year in which they are granted (1 October through 30 September). However, OPTAR for each fiscal year must be accounted for over a full 36-month cycle. During this period and for 24 months after the end of the fiscal year, activities submit budget/ OPTAR reports as required by NAVSO P-3013-2. These reports are discussed later in this chapter. Unfilled Orders Automated activities process all material receipts and issues through the computer. The reconciliation of unfilled orders (obligations) and expenditures for mate- rial is performed internally by the SUADPS-RT system for the S&E OPTAR. If the activity holds a Reimburs- able OPTAR, unfilled orders are submitted for all trans- actions (both material and services). When a SAC 207 activity does the accounting for a squadron’s FLTOPs OPTAR, unfilled orders are submitted for all transac- tions (both material and services) for the squadron. Records/Logs and Files The procedures for keeping and maintaining finan- cial record/logs and files are automated and manual. AUTOMATED.— Automation such as SUADPS-RT has eliminated the need for manual records at the command level. Large ships such as aircraft carriers use the Shipboard Nontactical ADP Program (SNAP) I or III (new version) system. The OPTAR holders do not need to maintain a manual NAVCOMPT Form 2155 because the computer systems accomplish what the manual procedures do as part of its system design. In managing the direct program funds, the SUADPS-RT OPTAR holders submit the following data once a month on the last day of the month: l l l Detail unfilled order (obligation) documents in mechanized form for Cognizance Code 99 (services) Flight operations (excluding aviation fuel) via an unfilled order summary report (Report 20) Automated document transmittal report (NAVCOMPT Form 2156) Various versions of SNAP I or III have completely automated the receipt of reimbursable OPTAR and the processing of their transactions. Under SUADPS, the procedures for ordering material for use on a reimbursable funding are basically the same as ordering material for the OPTAR funding the direct operations. However, the fund code used has an A in the second character and the reimbursable control code is assigned as the first two characters of the document serial number. The detail unfilled orders (obligations) established for reimbursable OPTAR are automatically y prepared for submission to DAO when the monthly financial report is processed. Refer to paragraph 4200 of NAVSO P-3013-2 for detailed information about reimbursable operating targets. To guarantee the accuracy of the automated records, all transactions affecting financial files including issues from stock, DTO requisitions, open purchase transactions, and transactions for supported units must be posted into the system. The SUADPS-RT contains program and quality assurance checks that validate input transactions during computer processing. MANUAL.—  Activities using the manual procedures must establish a Requisition/OPTAR Log (NAVCOMPT Form 2155). This log is used to record OPTAR grants and the value of all transactions incurred as chargeable to the type commander’s operating budget. A separate requisition/OPTAR log is established for each OPTAR received. The financial files must be established for each fiscal year for each OPTAR received. These files are labeled file 1 and file 2. The Unfilled Order Chargeable Documents for Transmittal, File 1, contains the accounting copy of documents chargeable to the OPTAR. All the documents must have the price, price extension, and entered in the estimated cost chargeable section of the appropriate NAVCOMPT Form 2155. The documents in this are transmitted to the DAO for matching with expenditure documents from supplying or paying activities. The Unfilled Order Cancellation Documents/Lists for Transmittal, File 2, contains the following documents: l l l Lists of confirmed cancellations or copies of individual cancellation documents Advance downward price adjustments Copies or lists of administrative cancellations of above threshold unfilled orders and optionally administrative cancellations of below threshold unfilled orders that decrease the estimated cost chargeable (credit adjustments). All the documents in file 2 must be priced, extended, and entered in the appropriate NAVCOMPT 6-16