Accounting

Management System: Budget and Financial Management

Subject Area: Accounting

Point of Contact: HUGHIE THOMAS
Management System Owner: JUDY PENRY
Secondary Management System Owner:     MARY SUNDERLAND
SCMS Home Page | Revision History | Subject Area Definitions

Issue Date: 01/10/2013
SCMS Revision:  3.6

1.0 Introduction

This subject area encompasses the accounting and reporting processes for all aspects of the U.S. Department of Energy (DOE) Office of Science (SC) activities. Accounting processes include payments, accounts receivable, travel, payroll, costing, and the monthly and year-end closing cycles and related financial reporting.

2.0 Contents

Procedures

Procedure Content

1. Preparing Financial Statement Analyses and Footnote Disclosures

 
  • Obtain and review requirements for 3rd quarter and Year-end Financial Statements.
  • Prepare Year-end Check List, Integrated Contractor (IC) Guidance Letters, 3rd quarter, and Year-end Calendar Development.
  • Review Inter-office and Inter-Entity Reports.
  • Analyze DOE direct financial data, IC Financial Statement, and Footnote Disclosures.
  • Prepare consolidated Financial Statement Analysis and Footnote Disclosure Package.
  • Prepare and submit Financial Statement to Headquarters (HQ).

2. Processing Month-End Closing Activities

 
  • Obtain Cash Collection Report.
  • Determine that all Procurement Requests (PRs) are in an approved state; verify that the SC Integrated Support Center (ISC) is ready to close for monthly business.
  • Obtain SC ISC monthly cost file.
  • Upload spreadsheet to correct budgetary accounts for Federal advances.
  • Prepare and distribute monthly reports.
  • Analyze the detail level Standard Accounting and Reporting System (STARS) accounts and correct edits.
  • Obtain, consolidate, and verify IC Trial Balance Reconciliations.

3. Processing Payments

 
  • Obtain vendor invoice.
  • Distribute invoices.
  • Enter invoice into STARS.
  • Review invoices through Vendor Invoice Approval System (VIAS).
  • Certify invoice for payment.
  • Transmit payment files and receipt of payment confirmation.

4. Processing Payroll

 
  • Establish profile and enter timekeeping.
  • Populate timesheets in the Automated Time, Attendance and Production System (ATAAPS).
  • Verify completeness of employee’s time.
  • Notify timekeepers and certifying officials of uncertified time.
  • Confirm completeness of time data.

5. Processing Travel

 
  • Identify required travel.
  • Apply for Government travel card.
  • Prepare Travel Authorizations and contact the Travel Management Contractor (TMC).
  • Review and receive approval of Travel Authorizations.
  • Create obligations on GovTrip interface with STARS.
  • Create and receive approval of Travel Vouchers.
  • Process employee Travel Reimbursements.
  • Prepare for Travel Audits.

6. Preparing Quarterly Accounts Receivable Reports

 
  • Submit Integrated Contractor (IC) Quarterly Accounts Receivable Report.
  • Prepare, compare, and verify the STARS Trial Balance Report with IC reports.
  • Prepare and submit the Treasury Report on Receivables and Debt Collection Activities (TROR) using the HQ Receivables Consolidation System (RECONS).

7. Recording Cost Accruals, Cost Management Reports, and Grants

 
  • Generate STARS Accrual estimates.
  • Review, adjustments, and approval of accrual information through the Vendor Invoice and Approval System (VIAS).
  • Transmit accrual adjustment file to STARS.
  • Periodically train approval officials.

8. Processing STARS Access Requests, Appropriation Recasts, and Cost Credits

 
  • Receive request for STARS access.
  • Approve STARS access.
  • Add new STARS users.
  • Review, changes or removal of STARS users.

9. Managing Letter of Credit Processes

 
  • Prepare and submit Integrated Contractor (IC) solicitation package.
  • Select financial institution.
  • Provide copy of the Banking Agreement.
  • Establish Automated Standard Application for Payments.
  • Review Collateral Monitoring Recap Report; assure that collateralized amount is zero.

10. RESERVED

 

 RESERVED

11. Preparing Management Representation Letter

 
  • Prepare schedule adhering to HQ Guidance for Performance and Accountability Reporting.
  • Prepare Guidance Letters for M&O contractors.
  • Prepare preliminary Financial Statements.
  • Submit Management Representation Letters.
  • Request CO and COR signature.
  • Review M&O responses to identified issues.
  • Prepare Consolidated Management Representation Letter for Allottee.
  • Obtain input from key stakeholders.
  • Transmit Management Representation Letter to appropriate parties.

3.0 Exhibits/Forms

4.0 Related Information

5.0 Requirements

Document Title Requirement Decision Record
AATAPS

Automated Time Attendance and Production System (AATAPS)

Completed

41 CFR 300-304

Federal Travel Regulations

Completed

DOE O 221.2A

Cooperation With The Office Of Inspector General

Completed

DOE O 322.1C

Pay and Leave Administration and Hours of Duty

Completed

DOE O 323.1, Administrative Change 1

Garnishment Of Federal Employees' Pay

Completed

DOE O 520.1A

Chief Financial Officer Responsibilities

Completed

DOE O 522.1

Pricing Of Departmental Materials And Services

Completed

DOE O 533.1

Collection From Current And Former Employees For Indebtedness To The United States

Completed

DOE O 534.1B

Accounting

Completed

DOE M 552.1-1A

U.S. Department of Energy Travel Manual

Completed

DOE O 552.1A, Administrative Change 1

Travel Policy And Procedures

Completed

6.0 Definitions

Definitions.

This is the online OFFICIAL SCMS COPY of this file. Before using a printed copy, verify that it is the most current version by checking the Last Major Revision and Last Minor Revision dates (at the bottom of each document) on the SCMS Web site.

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Filename: /OrbitSearch/SubjArea/ACC/ACC_SA.cfm
Last Major SCMS Revision: 03/08/2011