of (onrr) course objectives€¦ · • once you get the call or e‐mail stating that the error(s)...

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Office of Natural Resources Revenue (ONRR)

U.S. Department of the Interior

Industry Compliance Accurate Revenues & Data Professionalism & Integrity

Mary DietrickJanice Lopez

Yoo‐Na Conrad




COURSE OBJECTIVES• Learn more about eCommerce system

• Common System Edits that affect Reporting

• Navigating Data Warehouse for the User




Office of Natural Resources Revenue

eCommerceReporting WebsiteElectronic Reporting, Edits,

Override, and Uploading

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SECTION OBJECTIVES• eCommerce

Website Content

Uploads

CSV Files




How do I start reporting electronically?

Need a Payor ID or Operator ID, please contact:

• Jessica Bowlen for Payor ID at 303‐231‐3202 or [email protected]

• Mike Smith for Operator ID at 303‐231‐3383 or [email protected]

• Fill out EMARF form located: https://www.onrr.gov/ReportPay/Forms/index.htm




Three Ways to login into the eCommerceWebsite

1. Type in the url: http://onrrreporting.onrr.gov

2. Data Warehouse Portal: https://dwportal.onrr.gov/workspace/index.jsp

3. ONRR Website: Home Page (Right hand side)

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Industry Compliance Accurate Revenues and Data Professionalism & Integrity

Can resetPW up to90 days

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Create New 2014




Importing Data Files

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Types of Imported Data

ASCII files can be created by using ext .TXT

CSV files can be created from Microsoft Excel

All outside data must be formatted in ONRR approved layouts


Electronic Reporting Information – Form ONRR‐2014 CSV Record Layout

www.ONRR.gov > Reporting/Paying > Royalty Reporting

Electronic Reporting Information – Form ONRR‐2014 CSV Record Layout (cont.’)

Instructionshttp://onrr.gov/ReportPay/PDFDocs/CSV2014Rev.pdf

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Electronic Reporting Information – Form ONRR‐2014 CSV Record Layout (cont.’)

Sample CSV File


Upload File now has 2 options. Default is “Create New CMP-2014” – this is for any new document, despite the wording

New “Edit existing CMP-2014” option is if AMC/Audit sends a CMP-2014 and you want to upload a file to match that UFI or Issue/Order.


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Why do I have to go through two checks for errors?

•The Import process primarily catches any errors occurring due to improper formatting of imported fields.

•The Validation process identifies improper formatting when entering data directly on a new form, as well as compares the data based on transaction requirements.


Editing an Uploaded 2014

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Paging Functionality

Payment Information


Validation

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Validation cont.




HOW TO REQUEST OVERRIDE

• Call your Reporting Services Representative• Once they agree an override needs to be done..• Fill in the justification and telephone number• Click on Submit• Fax or email all of your backup for the override to the Royalty Reporting Contact

• Wait for a response from ONRR

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Override

ONRR CALLED YOU REGARDING YOUR OVERRIDE

• Once you get the call or e‐mail stating that the error(s) have been overridden, go back into your report.

• Click on the Override Button.

• Print the approval if you want documentation.

• Click on the Report Tab.

• Now you can send your report.

DO NOT USE THE UNLOCK BUTTON, unless you really did not want to override the errors!




Send

• Ready to send.• If you still have errors, the system will tell you.• If not, the document will be sent.• SENT status means your document has been received by

ONRR and will be loaded into our tables.• Documents are picked up by ONRR as soon as you hit

send. Documents are not processed until after 6:00 p.m., but will retain today’s date.

• The system is not available Saturday and Sunday.

RECONCILED is not a feature on the eCommerce website.

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Thank You!!!

Questions?




SECTION OBJECTIVES

• Most Common System Edits

Fatal and Warning received in eCommerce




Informative Web Locations

• http://onrr.gov/ReportPay/PDFDocs/2014CLEdits.pdf ‐Has a listing of all the Edits for the 2014.

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Reporting Issues







Check the lease terms for the Royalty Rate

Make sure you aren’t using NRI (net royalty interest) or Agreement Allocation at the Royalty Value level (allocation and interest reductions go against the Sales Volume)

• Check the dates, specific Royalty Rates may be valid during certain dates

• Check the PCs, different PCs often have different Royalty Rates

Override

• Reversals must match the original line, so these often need an Override

• Leases with “multiple Royalty Rates” often require an Override

9616/9617

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Royalty Rate = Royalty Value Prior to Allowances (RVPA)Sales Value

Example: Sales Value: $1,578 RVPA: $197.25

Royalty Rate = 197.25 = .1250001578.00

9616/9617 ‐ FED/IND – Implied FED/IND royalty rate is not consistent with the lease royalty rate




Edit checks if Processing Allowance exceeds .666667 of the “RVPA minus Transportation Allowance”

CFR 30 §1206.158 (c)(2):…the processing allowance deduction on the basis of an individual product shall not exceed 66 2/3 percent of the value of each gas plant product determined in accordance with §1206.153 of this subpart (such value to be reduced first for any transportation allowances related to post‐processing transportation authorized…)

NOT .666667 of the RVPA

• Will require an Override for pre‐processing transportation, or if ONRR granted an exception to the 66 2/3% limit

9751 – Allowance exceeds regulation




Example: RVPA: $2,000.00Trans. Allow: ‐$500.00“RVPA minus Trans. Allow”: $1,500.00Proc. Allowance: ????RVLA: ????

9751

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Correct: “RVPA minus Trans. Allow”: $1,500.00Proc. Allowance is $1,500 x .666667 = ‐$1,000.00RVLA: $500.00

Incorrect: Taking the RVPA x .666667 to get ‐$1,333.33

9751




• CFR 30 §1206.177 (c)(2):Under no circumstances may an allowance reduce the value for royalty purposes under any sales type code to zero.

• ONRR further clarified that it does not allow the combined allowances to exceed 99% of the royalties due.

• Most common when ONRR approves an exception to exceed the 66 2/3 limitation on Processing Allowance

9740 ‐ Combined allowances exceed 99% of the RVPA

Formulas for Allowances

For the 99% edit: It takes the product of the RVPA x 99% then compares it to the sum of the Transportation + Processing. RVPA x .99 = Sum of Allowances

e.g. 1341.01 x .99 = 1327.5999The 99% equals 1327.59 on the report.

*There is no rounding!*

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Edit checks: Proc. Allowance + Trans. Allowance ≤ 99%RVPA *No Rounding!

Example of what ONRR often sees: RVPA: $122,504.54Tran. Allow: ‐$60,400.00Proc. Allow: ‐$60,879.50RVLA: $1,225.04

Allowances/RVPA = .990000044Exceeds 99%, Invalid

$122,504.54 x .99 = $121,279.4946So Allowances combined can’t exceed $121,279.49

9740




• Funds are distributed to the Tribe or the AllotteesONRR is not permitted to pull those funds backTherefore, Indian lease totals can’t be negative

• The entire report is reviewed – each Indian lease must total $0 or be positive

• Overpayments are offset using TC50 and TC51, as covered in the Adjustments, Recoupments & Refunds presentation

9748 – Indian Lease total is less than zero




Very rarely can ONRR override this edit

If an override is considered, please allow extra time for review‐ Several departments and several supervisors must review

and agree‐ If any disagree, the override can’t be approved

9748

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RSFA, Sec. 111A. Adj. to Royalties Paid to the Secretary or a Delegated State:(1) If, during the adjustment period, a lessee or its designee determines that an adjustment or refund request is necessary to correct an underpayment or overpayment of an obligation, the lessee or its designee shall make such adjustment or request a refund within a reasonable time and only during the adjustment period.(4) For purposes of this section, the adjustment period for any obligation shall be the six‐year period following the date on which an obligation became due.

9739 – ADJ for sales months more than 6 years plus1 month prior to receipt month not allowed forFederal leases




Audits and Compliance Reviews can be extended to 7 years

RSFA, Sec. 115. Secretarial and Delegated States Actions and Limitation Periods:(b) Limitation Period(1) In General – A judicial proceeding or demand which arises from, or relates to an obligation, shall be commenced within seven years from the date on which the obligation becomes due and if not so commenced shall be barred.

9739 Continued




May be further extended under the following circumstances:

RSFA, Sec. 115. Secretarial and Delegated States Actions and Limitation Periods:(d) Tolling of Limitation Period(1) Tolling Agreement(2) Subpoena(3) Misrepresentation or Concealment(4) Order to Perform Restructured Accounting

9739 Continued

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Happens when two or more lines have the exact same data on the same report‐ Same lease, agreement, Sales Volume, Sales Value, etc.

Separate 2014 lines are not normally needed if the same Lease/Agreement/PC/Sales Date/RR is being reported – this should be reported on one line

If you do need to submit separate lines per Well, include the API well number‐ having different API Well Numbers listed means the lines are no longer duplicate (as long as at least one field is different)

9749 – Duplicate Line detected, revise report




Happens commonly on Rent (TC04, TC05, TC25), Indian Recoupments (TC50, TC51), andAdvance Royalty (TC32, TC33, TC52)

System is checking amount on that one lineagainst totals in ONRR’s internal system

9580 – Recoupment not possible –insufficient summed amount




Tips

For Rents, double check your Sales Date. Entering the wrong Sales Date means you are likely recouping the wrong lease year.

For Rents, an override may be required if the Rent was paid and it was never due (system checks amount due and due date, if blank, the edit rejects)

For Indian Recoupment, make sure you have sufficient balance. No override will be approved.

9580 Cont.

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System is checking price by comparing:

Sales Value OR Sales ValueSales Volume Gas MMBtu

Most common on gas due to deductions and allowancesCheck your statement/invoice for correct pricingRead up on the Marketable Condition rules

‐ CFR 30, 206.52(i), 206.102(i), 206.152 (i), 206.153(i), 206.172(i), and 206.173(i)‐ ONRR Handbook, Volume III Product Valuation (2.5.4 Marketable Condition)

Read up on unbundling requirements‐ www.ONRR.gov > Valuation > Unbundling

9612/9613/9614/9615 – “Pricing” –Val/Vol not within price limits for specified Product Cd




Marketable Condition note:

30 CFR § 1206.152(i):(i) The lessee must place gas in marketable condition and market the gas for the mutual benefit of the lessee and the lessor at no cost to the Federal Government. Where the value established under this section is determined by a lessee's gross proceeds, that value will be increased to the extent that the gross proceeds have been reduced because the purchaser, or any other person, is providing certain services the cost of which ordinarily is the responsibility of the lessee to place the gas in marketable condition or to market the gas.

9612/9613/9614/9615 – “Pricing” –




After reviewing regulations, you can request guidance and assistance in valuation determination by emailing [email protected]

If an override is required, be prepared to send a copy of your plant statement/invoice and sales contracts to the ONRR representative

‐ Royalty Valuation reviews pricing overrides, so please allow additional time for the override to be reviewed

9612/9613/9614/9615 – “Pricing” –

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Questions?




SECTION OBJECTIVES• Data Warehouse

Navigating the system




What is the Data Warehouse Portal?

• Gateway to your information

• The DW Portal contains your company reports and queries

• Interfaces with ONRR’s Data Warehouse

• Financial Information

• eCommerce Reporting

• eInvoices

• eStatement of Accounts

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You will see this Homepage screen when you log into the DW Portal

eCommerce Login link

Click the Explore link from your homepage.




The two main folders you will be accessing:

Financial Reports Folder

History Database Folder




• Financial Data

– Confirmation and Estimate Balance Reports which are posted to DW portal by ONRR weekly or monthly

– Electronic Invoices

– Remittance and associated reports

What Data is Available?

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What Data is Available?

• History Database Reports

‐ On Demand Reports

‐ Basic Royalty Reports

‐Most up to date company royalty history

‐ Query and extract data

• Minimum Royalty and Rental Information (LAB Link)

‐ Federal Leases

‐Minimum Royalty Amounts – No Detail

• Electronic Statement of Accounts (eSOA Link)





Locate the folder containing your payor

code.




All Payor Codes for which you have been granted access are listed. Select the appropriate payornumber.


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Financial Reports FolderReports are posted by ONRR weekly or monthly. You can access them by clicking the desired spf link (SQR Production Reporting Document).

Royalty Financial Reports:

Estimate Activity Report(ZLESTACT)Estimate Balance Report (ZLESTBAL)Confirmation Report(ZRCNFRPT)




Finding eInvoice files




History Database Folder

Select History Database Folder,

then select Industry Reports.

You can access all of your Form

ONRR-2014 data from the History

Database Folder.

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History Database Folder (Basic Royalty Report)

Select Basic Royalty Report to access Form

MMS-2014 data.

Generated Reports will display both accepted and suspended

Form MMS-2014 lines.





All payor codes for which your User ID has

been granted access is listed

in the drop down menu. A query can run for one payor

code at a time.





Parameters: Query on a variety of criteria. The better you define your query, the faster your results.

The Lease, Agreement, and Trans Code fields allow you to enter more than one criteria (5 Max). Always separate with a comma and end

with a colon. If you enter one criteria in any of these fields, still

end with a colon.

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If you want to save your queries, select save and give the

query a name.






Out of the four reporting outputs, the two you will use are the: •BasicRoyaltyReport.pdf •RoyaltyHDR-ACC_portal_Main_1.csv

Select the output you want and click open.




In your output tab, click the BasicRoyaltyReport.pdf, then click the Open button on the

bottom right

Output: BasicRoyaltyReport.pdf

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Output: BasicRoyaltyReport.pdf

Report displays all Form MMS-2014 lines reported by payor code. Data is sorted by Document ID, Status, line number. Report

will show both accepted (ACCP) and suspended (SUSP) lines.




• Saving as a CSV gives you the capability of saving the data into Excel

• Excel will allow you to run macros, sort, compare

• Use Excel to place data into the format for an e‐commerce 2014 upload as a CSV file

Note: Use Excel 2007 and greater versions to save extremely large amounts of data

Benefits of saving to CSV (Comma Separated Value) instead of PDF format




Output: How to open RoyaltyHDR‐ACC_portal_Main_1.csv in Excel without dropping leading Zeros in fields

Go to your output tab, click the RoyaltyHDR‐

ACC_portal_Main_1.csv, then click the Open button on the

bottom right

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Output: How to open RoyaltyHDR‐ACC_portal_Main_1.csv in Excel without dropping leading Zeros in fields

Save the csv file to your computer




How to open RoyaltyHDR‐ACC_portal_Main_1.csv in Excel without dropping leading Zeros in fields

In a new Excel document, click on the Data tab and then click From Text. You will then import the csv document you saved previously from the data

warehouse.





Click on the Delimited File type and then click the Next button.

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Uncheck the Tab box and then check the Comma box in its place. Now click the Next

button.





Use the scroll bar and scroll to your right until you reach the very last field. Hold the shift

button and click on the Payment Method field. This should highlight all your fields. You will then click Text under the column data format. Now

click the Finish button.





Select the field you want the data to start from and then click on

the OK button

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Now your report will show all fields with leading zeroes

correctly.




Output: Example of RoyaltyHDR-ACC_portal_Main_1.csv without leading zeros




History Database Folder: Lease Account Balances Link (LAB)

• RENT

• MINIMUM ROYALTY (Federal Leases Only)

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LAB INQUIRY (Link)




Select Account Type




Enter Contract or Agency Number

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Minimum Royalty Header

- Header shows amount reported and amount due




You will not be able to access LAB detail




History Database Folder: E‐Statement of Accounts (eSOA) Link

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Questions?