Department of the Interior
Departmental Manual
Effective Date:
8/2/04
Series: Financial Management
Part 330: General
Chapter 1: Issuance of Instructions
Originating Office: Office of Financial Management
330 DM 1
1.1 Purpose. The Chief Financial Officers Act of 1990 requires that the Departmental Chief Financial Officer (CFO) issue financial policies and accounting standards for the Department of Interior (DOI). This chapter describes the objectives of the financial policies and accounting standards, provides references to the handbooks and documents that contain these guidelines, and establishes the responsibility for maintenance of this series.
1.2 Objectives
of Financial Policies and Accounting Standards.
A. Standardize
DOI financial data and provide for intra-bureau and office data interchange.
B. Streamline
processes for recording financial events and reporting financial information.
C. Enable bureaus
and offices to apply common standards while providing flexibility to satisfy
unique needs.
D. Promote
uniform accounting processes to aid entities in implementing the Department's
accounting systems.
E. Increase the
reliability and consistency of financial information in DOI.
1.3 DOI Financial Policies and Accounting Standards. DOI financial policies and accounting
standards are contained in the following documents and can be accessed at www.doi.gov/pfm/policy.html.
A. Department of Interior Accounting Handbook
is the official presentation and interpretation of the financial
management-related laws, regulations, and policies issued by authoritative
bodies to ensure their consistent application both in recording and reporting
transactions throughout the Department.
This Handbook provides bureaus and offices with a single, definitive
source for Department-wide standards for financial policies and accounting
standards.
B. Cash Management Handbook describes
the regulations governing the administration of cash held outside the U.S.
Treasury, i.e., cash under the direct control and custody of DOI
employees. The objectives provide for
uniformity in the administration and accountability of funds; lessen the
vulnerability of loss or misuse of cash funds; and promote good cash management
practices.
C. Credit and Debt Management Handbook
provides guidance to bureaus and offices to ensure that consistent credit
and debt management practices are established and followed throughout the
Department.
D. Department of Interior Interagency
Acquisitions Handbook applies to agreements between
governmental departments (agencies) and between bureaus and offices within
DOI. It assigns responsibilities and
establishes general policies and procedures for the preparation, review,
clearance, approval, monitoring, and closing of these agreements. This is issued in coordination with the Office
of Acquisition and Property Management.
E. Department of Interior Guidance on Preparing
Financial Statements provides Departmental guidance for
preparing and publishing the bureau and offices and the Departmental Annual
Reports on Performance and Accountability.
F. Travel Policy guidance is
contained in 347 DM 1.
G. Department of Interior Real Property
Financial Management Policy Guide provides the DOI real
property accounting policies and procedures developed in accordance with
Federal Property Management Regulations (FPMR) and Statements of Federal
Financial Accounting Standards (SFFAS).
These policies are provided to ensure effective financial control over
DOI owned and leased real property. This
is issued in coordination with the Office of Acquisition and Property
Management.
H. Management Control and Audit Follow-up
Handbook provides a reference tool to assist Department managers,
management control coordinators, and audit liaison officers who are responsible
for or carry out responsibilities in the Management Control Program and/or the
Audit Follow-up Program.
I. Financial Administration Memoranda (FAM)
are issued by the Department and implement regulatory agency directives of
a routine or technical nature.
1.4 Policy Development and Maintenance. The Office of Financial Management (PFM)
directs and leads a policy development and
maintenance process. The process is
inclusive of PFM; the Budget Office; and all bureau CFOs; and Finance, Budget
and Program officers. It provides for
regularly scheduled as well as unscheduled quick response policy decisions and
maintenance. The process also allows for
maintenance of a list of unresolved issues.
The policy process is described below:
A. Policy Development Process. A
collaborative team approach will be used to prioritize, research, and develop
financial and accounting policy. Representatives
from the bureaus and offices will comprise the teams. When the subject matter is program related,
bureau and office program representatives will be consulted or incorporated
into the policy development effort. Annually, in January, the Finance Officers
Partnership (FOP) will identify policy issues, prioritize the issues, assign
duties, and set due dates for development. PFM may identify additional policy issues
throughout the year. The level of bureau
and office involvement will depend upon the complexity, scope, and urgency of
an issue and may require PFM to issue policy without using the collaborative
team approach. When the circumstances and subject matter warrant, a formal team
may be established to write the draft policy.
B. Review. The bureaus and offices will review the draft policy and comment within 30 days. At the end of the review period, a collaborative meeting of the FOP, if required, will be set to discuss the recommended changes and to finalize the policy document.
C. Issuance of Handbooks. The Director, PFM issues financial management handbooks as appropriate to supplement policy in the DM. The DOI financial management handbooks are on line on the Office of Financial Management website at www.doi.gov/pfm/policy.html. Amendments to the handbooks will be transmitted by email using a sequential transmittal number and current date and incorporated into the handbook. The last transmittal number will be referenced with the handbook.