Finance and Administration
Douglas N. Page, CPA
Director, Finance and Administration
Department Of Accounts
101 N. 14th Street
Richmond, VA 23218
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.
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.
Each quarter DOA provides the Governor, Cabinet and Agency Heads with a comprehensive report on various measures used to monitor the degree to which executive branch agencies have complied with various accounting and financial management policies, procedures, and standards of performance.
Electronic Data Interchange (EDI)
This subactivity increases administrative efficiency and reduces costs through the replacement of check payments
with automated transactions. Vendors, localities and state employees become EDI trading partners when they sign-up
to receive non-payroll payments from the Commonwealth of Virginia directly in their bank accounts in lieu of checks.
This subactivity involves setting up and maintaining trading partner account information; overseeing and evaluating
the EDI disbursement process; researching and resolving problems; and proposing, testing and approving software or
system changes. The program was implemented in April 1994. The Commonwealth has approximately thirty-four thousand
trading partners accepting electronic payments.
Charge Card Administration Activities
Purchase Card Program
In order to reduce the volume of accounts payable transactions, the Commonwealth implemented a statewide
small purchase charge card program on January 1, 1995. The program initially offered state agencies and
institutions an alternative payment method when making small purchases under $5,000. Since then, the program
has expanded to include a "Gold" card for making larger purchases up to $50,000. This subactivity improves
administrative efficiency by consolidating multiple vendor payments and reducing associated costs.
Travel Charge Card Program
In April of 2005, DOA assumed administrative oversight of the State's travel charge card program. While the
cards are employee liability, their use is limited by policy to expenses related to official business travel.
This program also includes agency liability charge cards for airline expenses.
Financial Reporting Quality Assurance
The Audited December 15
Comprehensive Annual Financial Report (CAFR)
is prepared on the basis of generally accepted accounting principles (GAAP) and is used extensively by rating agencies,
investment banks and others involved in the issuance and marketing of Commonwealth bonds. Virginia has produced a GAAP
basis report that has received an unqualified audit opinion every year since 1986. This activity involves selecting state
agencies for quality assurance reviews based on risk analysis. A review of the agency prepared financial reporting attachments
is conducted and documented. A report is prepared detailing findings and recommendations for improvement in the process and
is discussed with agency management. This activity improves the reliability of accounting data submitted for inclusion in the
Comprehensive Annual Financial Report
and helps to define
agency training needs as it relates to financial reporting.
General Ledger Reconciliation Quality Assurance
To ensure accuracy and uniformity in the preparation and reconciliation of financial data input to the Commonwealth Accounting and Reporting System (CARS), all internally prepared accounting records, data submission logs and other accounting data must be reconciled to reports produced by CARS. Such reconciliations shall be performed and certified to the Department of Accounts (DOA) monthly, as described in
CAPP Topic (20905), CARS Reconciliation Requirements (PDF)
, and at fiscal year-end as prescribed by the Comptroller's annual
Fiscal Year-End Closing Procedures
memorandum to agencies. This activity involves selecting a representative sample of a state agency's general ledger reconciliations to be reviewed based on risk analysis. A report is prepared detailing recommendations for improvement in agency reconciliation processes and agency training needs are defined and addressed.
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
- Developing the full potential of DOA’s work force by providing for and supporting training and development for career
- 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.
Internal Control Compliance Quality Assurance
This activity involves reviewing state agencies implementation of
Agency Risk Management and Internal Control Standards (ARMICS)
These Standards provide guidance for establishing and assessing agency internal controls in order to more effectively manage
risk and maintain accountability. These Standards are an extension and clarification of existing requirements contained in
the annual Comptroller's Financial Reporting Directives and the Commonwealth Accounting Policies and Procedures Topic 10305,
Internal Control. This activity includes the review and testing of agency internal controls and development of reports and
recommendations for improvement in the agency's implementation of ARMICS. Additionally, the results of the review are used
to determine the extent of training needed by agency management and staff charged with ARMICS implementation.
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.
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 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.
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.