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Finance and Administration

New Information

• CAPP Manual Update #123 - May 21, 2012
• CAPP Manual Update #122 - April 19, 2012
• CAPP Manual Update #121 - December 15, 2011

Overview

Finance and Administration provides human resource administration, payroll, invoice processing/accounts payable and accounting reconciliation services in support of the Department of Accounts, along with agency receptionist duties. Support is also provided for an online procedures manual documenting DOA's financial and accounting systems used by State agencies; processing of death and health claims for both individials and localities with individual plans regarding line of duty benefits; a web-based distribution system for statewide agency electronic report access; and the storage and management of public records.

Organization

Finance and Administration has the following subactivities:

Administrative Services Bureau

DOA was among the first agencies to adopt an administrative service bureau that supports the routine technical aspects of administrative operations for more than one agency. To accomplish this the DOA administrative services staff were required to adopt a customer oriented approach to their work which emphasized quality attention to service needs regardless of whether the service was for DOA or another supported agency.

DOA Serves Department of the Treasury, Department of Planning and Budget, Virginia Racing Commission, and State Council of Higher Education for Virginia.

Human Resources

The Human Resources section supports the Department of Account's mission by serving as a source of quality information and expertise to DOA's most valuable resource, its employees. Its staff provides a wide range of services to manage the entire personnel life cycle, ranging from recruitment to retirement. These services include:

• Recruiting, selecting and promoting the best-qualified people while recognizing and encouraging the value of diversity in the work place;
• Administering and processing employee payroll and benefits in accordance with state and federal laws and regulations;
• Establishing, administering and effectively communicating sound policies, rules and practices that treat employees with dignity and equality while maintaining pro-active organizational compliance with employment and labor laws, regulations and policies;
• Developing the full potential of DOA's work force by providing for and supporting training and development for career enhancement; and
• Creating a work atmosphere that is safe, healthy and secure as well as conscious of personal, family and community goals.

In addition to its responsibilities for DOA, the Human Resources team accurately manages the payroll, fringe benefit, leave administration, and Virginia Sickness and Disability Program functions for three additional state agencies, the Department of Planning and Budget, the Virginia College Savings Plan, and the Department of the Treasury, for a total of over 330 classified and hourly employees.

Line of Duty

DOA is responsible for making lump sum payments to the beneficiaries of certain public safety officers who die from work-related causes. Effective July 1, 2000, DOA is responsible for making monthly payments for health insurance for surviving spouses and dependents. View the Line of Duty Act in its entirety.

Publications

In order to provide uniform accounting procedures for state government, DOA publishes the Commonwealth Accounting Policies and Procedures Manual (CAPP). Frequent revisions to the CAPP Manual are required by changes in state or federal law, generally accepted accounting principals, or administrative policy.

The DOA web page is a means of making DOA publications electronically accessible. This technique significantly reduces the production and distribution costs for DOA, particularly for very lengthy publications such as the Comprehensive Annual Financial Report (CAFR).

Public Records Management

DOA’s public records unit is the official repository for all documents pertaining to cash deposit and disbursement transactions, unless that responsibility has been delegated by the Comptroller pursuant to the decentralization initiative described earlier. The public records unit has been steadily reducing in size as decentralization moved forward. However, a residual responsibility will remain for the storage of records pertaining to non-decentralized agencies, including those of elected officials, and for the records generated by DOA’s own central processing activity.

Reportline

Reportline is a web-based system that provides user access to an electronic version of all system reports. This system used by State agency personnel and local treasurers and clerks of the courts personnel accesses internet-based reports related to DOA automated systems used for payroll processing and leave, general accounting, lease and fixed asset accounting.

Receptionist Duties

Front-desk responsibilities include providing agency-wide support by answering telephones, monitoring calendars, scheduling conference rooms, and assisting the public. DOA's reception staff creates an effective, customer-focused environment designed to leave favorable impressions on the general public and DOA's varied external customers.