Fiscal Contacts
Accounting and Audit Controls
For financial policies and issues affecting the Department of Administration
or having statewide impact, contact Dave Blaisdell, Finance Officer,
at 465-5653 or email at dave_blaisdell@admin.state.ak.us.
Dave has overall responsibility for the following:
- Accounting standards and activities.
- Department response to audits.
- Compliance with state and federal requirements for accounting,
grants, and procurement.
- Fiscal policies and procedures statewide.
General Fiscal Inquiries
Contact Debbie Idone at 465-5652 or by email at debbie_idone@admin.state.ak.us
if you need assistance regarding the following:
- Requests or changes for Certifying
Officers form must be routed through the Division of Administrative
Services for department signature.
- Fiscal policies and procedures for the Division of Administrative
Services.
- Extracting and finding information in AKSAS.
- Backup for the division's Procurement Specialist.
- RD Code Maintenance and AKSAS Transaction Authorization.
Accounting Structures
The Budget Section is responsible for the department's appropriation
structures.
Contact Eric King, Budget Analyst, at 465-5654 or email at eric_king@admin.state.ak.us
regarding changes to the appropriation structure. For other structural changes, such as collection or program codes contact the fiscal section.
Certifying AKSAS Transactions
Documents received in the Fiscal Section prior to 3 p.m. will be
certified the same day; however, there may be occasions when this
may not be possible. Before a document is certified, all information
must comply with state statutes, the administrative code, and state,
department, and division policies regarding how state funds are
spent or obligated. For those documents needing a change or additional
backup, the certifier will either call the employee or attach a
note to the document stating why the document cannot be certified
and return it to the person who inputted the document. All transactions
must have sufficient documentation to support the transaction as
they may be audited. Authorized certifiers for the Division of Administrative
Services include:
- Rowena Frawley
- Erin Haida
- Cecille Saceda
- Debbie Idone
- Wendy Vuille
Payables
Payments to Other State Agencies
Contact Cecille Saceda, at 465-5651 or email at cecille_saceda@admin.state.ak.us
for questions regarding when an agreement is required, whether a
Reimbursable Services Agreement (RSA) form is required, and who
should prepare the agreement. Cecille can also help with determining
whose signatures and approvals are needed and what the Office of
Management and Budget (OMB) requirements are. She is directly involved
in setting up the related AKSAS RS/Structures, billings, collections,
and payments.
Billings from another department or the Department of Administration
(DOA) that provided a service to your division. DOA billings include:
- Division of Risk Management: Workers' Compensation, general
liability, and other insurance
- Division of Personnel: EEO and other personnel services
- Division of Finance: AKSAS, AKPAY, and other statewide accounting
services
- Division of Finance: Federal audit compliance
- Division of General Services: Mail services and office leases
- Information Technology Group (ITG): Telecommunications, computer,
and network services. For specific and additional ITG services
see http://www.state.ak.us/local/akpages/ADMIN/info/home.htm
- DOA Commissioner's Office support services
- DOA-IT computer and LAN support services
- Division of Administrative Services budget, fiscal, human resources,
and procurement services
- Department of Transportation: State Equipment Fleet
Vendor Payments
Contact Erin Haida at 465-2281 or email erin__king@admin.state.ak.us
regarding policies, procedures, or other questions concerning:
- EDI
Payment Schedule
- Approving Officer's Affidavits
(must have department signature)
- Vendor payments
- One Card vendor payments
- Vendor number
- Credit memos and credit balances
- Refunds for duplicate payments (See Revenue
section on this web site.)
- Cancel or stop payment warrant transactions
- Encumbrances
- Petty cash funds administrator
- 1099 Reporting
Statewide policies, procedures, and other information are available
at the Division
of Finance web page under the applicable sections of the Alaska
Administrative Manual and One
Card.
Daily Routed Warrants
For questions or information concerning daily routed warrants,
contact Erin Haida, at 465-2281 or email
at erin_king@admin.state.ak.us.
One Card
contact:Debbie Idone
465-5652
The One Card is a State of Alaska issued MasterCard that is used
for purchasing goods, services, and travel.
Statewide policies, procedures, and other information are available
at the Division
of Finance web page under Credit
Card Programs.
Projection Reports
Contact Dave Blaisdell at 465-5653 or email at dave_blaisdell@admin.state.ak.us
to obtain a copy of the Projection Model form or instructional information.
Questions related to preparing the financial projection report,
or finding the financial information in AKSAS, should be addressed
to Rowena. She can also provide assistance with AKSAS and GENEVA
reports.
Systems and Audit
Contact Debbie Idone at 465-5652 to request new, or changes to,
RD code and AKSAS transaction set-up, or to get your password reset.
Questions related to the OPA Trust computer system should be addressed
to Debbie Idone at 465-5652 or email at debbie_idone@admin.state.ak.us.
Questions related to electronic payments and receipts or other
banking issues should also be addressed to Debbie Idone.
AKSAS and GENEVA Reporting
Contact Rowena Frawley at 465-5666 or email at rowena_frawley@admin.state.ak.us
to order a new report or change an existing report, for questions
or assistance with the type of information you need from the Alaska
State Accounting System. See the Division
of Finance web page for AKSAS and GENEVA processing calendars.
Revenue
Revenue From Other State Agencies
Contact Cecille Saceda at 465-5651 or email at cecille_saceda@admin.state.ak.us
regarding when an RSA agreement is required, who prepares the agreement,
required signatures and approvals, Office of Management and Budget
requirements, billing details, and any other related questions.
Other Revenues
Contact Rowena Frawley at 465-5666 or email at rowena_frawley@admin.state.ak.us
regarding all other revenues for the Deptartment of Administration.
Federal Grant payments and financial reports are maintained by Rowena and all new and amended grant agreements should be forwarded to:
Rowena Frawley
Department of Administration
Division of Administrative Services
P.O. Box 110208
Juneau, Alaska 99811-0208
Other revenues under Rowena's perusal include:
- Accounts receivable
- Cash controls
- Checks forwarded to the Division of Administrative Services
for deposit
- Accounting for revenue
- Deposit corrections
- Bank deposit forms
- NSF check processing
- Vendor refunds (expenditure abatement or prior year recovery)
- Revenue via credit card
- How to find recorded revenue in AKSAS
- Problems with Division of Treasury
- Credit card and other retained fees, Authorized Budget request
and AJE process
State Equipment Fleet Billings
The Department of Transportation and Public Facilities (DOT/PF)
is responsible for all state-owned vehicles. This includes vehicles
agencies have purchased. Usually agencies lease vehicles from DOT/PF.
Each year DOT/PF develops vehicle rate schedules, operating and
replacement rates, as well as allowable federal rates for those
agencies charging federal programs.
DOT/PF bills each department monthly, routing an AKSAS online InterAgency
Journal Entry (AJE) 430-40 transaction for each vehicle and hard
copy to the department's designated contact. Each month the Department
of Administration (DOA) will reroute the AJE 430-40 transaction
to the DOA division's designated contact along with a copy of the
backup.
Contact Cecille Saceda
at 465-5651 regarding DOT/PF billings, rates, or questions. Please
do not contact DOT/PF directly as they have asked agencies to obtain
information from their department contact.
Travel
Contact Debbie Idone at 465-5652 or email debbie_idone@admin.state.ak.us
regarding policies, procedures, or questions regarding:
- Allowable expenses for reimbursement
- Employee meal allowance and lodging rates
- Commercial Travel Accounts (CTA) for airline ticket purchases
- Travel credit cards for employees traveling on state business
- Employee Moves: Contact Division of Administrative
Services before offering or agreeing to reimburse employee for
any move costs, method of reimbursement, IRS tax reporting requirements,
forms to use, etc.
- Maintaining employee travel records (statutory and Department
of Administration requirements)
- Authorized
travel agency sources for Alaskan travel agents not charging
a fee
- Instate
lodging and meal rates (see Division of Finance State
Travel)
- Federal
per diem rates for out of state travel to lower 48 states
and foreign countries. (CONUS means contiguous U.S.)
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