Scanned copy of the certification sent to ARMICS@doa.virginia.gov
Assistant Director, Finance and Administration
Virginia Department of Accounts
PO Box 1971
Richmond, VA 23218-1971
DOA - ARMICS
Monroe Building, 2nd Floor
2nd Floor (Monroe Building)
Title 31 U.S.C (the Cash Management Improvement Act of 1990) imposes on the states a responsibility to develop and negotiate agreements governing the flow of cash from the U.S. Treasury to the Commonwealth. Careful analysis and monitoring of this program is critical due to the interest penalty that accrues for the time that a state agency holds federal cash.
The CAPP Manual documents the policies and procedures associated with the Commonwealth's centralized accounting and financial systems. The manual consists of 150 topics and spans over 2,400 pages. All topics are located online in portable document format (.pdf), except for one which contains lengthy report samples (see below).
For further detail about the Manual's structure see CAPP Topic 10105, Structure of the Manual [PDF].
The CAPP Manual Status Summary[PDF] provides current revision date and page length for each topic.
Topic No. 70260 (CARS Reports) contains lengthy report samples and is not available online. Contact Rudy Burgess to receive a pdf of this topic containing CARS report samples.
The Code of Virginia - Chapter 806, Item 260 B.2. requires the establishment of a single vendor database. As a result, the Commonwealth Vendor Group (CVG) was implemented in 2013. CVG is responsible for the management of the statewide vendor table in Cardinal, the Commonwealth's new financial management system replacing CARS.
CVG provides daily maintenance, research, analysis, and customer service for all fiscal and procurement vendors present in Cardinal. While working with the Department of General Service's e-Procurement (eVA) Team, CVG is able to provide agencies, vendors, and all appropriate parties with up to date, accurate, and timely information.
The Commonwealth Vendor Group keeps up to date vendor records ensuring all entered uniformly and consistently. The following processes are in place to achieve the most accurate state wide vendor table:
The Commonwealth Vendor Group is responsible for the following aspects of vendor maintenance:
The purpose of this section is to provide your organization with information and facts about the Commonwealth of Virginia's Electronic Data Interchange (EDI) program. EDI was implemented in May 1994. This program allows for the electronic exchange of payment and remittance information between the Commonwealth and our Trading Partners.
EDI combines Electronic Funds Transfer (EFT) with Electronic Data Interchange (EDI) capabilities to electronically transmit payment and remittance data to your organization. EDI is a low cost alternative to the traditional paper check method of payment. EDI electronically transfers funds from the Commonwealth's bank account to your organization's designated bank account. These electronic payments are processed through the Automated Clearing House (ACH) network. The EDI process allows our trading partners to have access to the funds on the due date.
When considering all of the costs associated with check processing, ACH payments are actually less expensive to process for both the Commonwealth and your organization. The EDI Guide [PDF] [Word] explains the methods for electronically receiving your funds and remittance data. Remittance data can be obtained via:
The Commonwealth of Virginia is responsible for the following processing costs:
Note: Your organization is responsible for any fees related to electronic payment processing charged by your bank.
These directives address reporting requirements necessary to compile the Comprehensive Annual Financial Report (CAFR) as required by the Code of Virginia.
The 2015 Fixed Costs By Agency Schedule (Schedule A) represents the most current approved information available for inclusion in your agency's cost allocation plan or indirect cost rate proposal for the fiscal year ended June 30, 2015. The SICAP was prepared in accordance with the requirements of the Code of Federal Regulations (CFR) 2 CFR, Part 225, formerly the Office of Management and Budget Circular A-87, and was approved by the Department of Health and Human Services (DHHS) on January 22, 2015.
You should include these costs in addition to your agency indirect costs, as required by the Indirect Cost Recoveries From Grants and Contracts section of the current Appropriation Act and CAPP Section 20705, "Indirect Cost Recovery," to facilitate recovering the maximum indirect costs.
Agencies that have been appropriated their estimated indirect cost recoveries must also prepare cost allocation plans or indirect cost proposals. Recoveries that are appropriated must also be recorded using the appropriate revenue source codes specified in CAPP Section 20705. Agencies should ensure that the appropriate CAPP Manual version, CARS or Cardinal, is referenced.
Fixed Costs by Agency Schedule are available on-line for the following years: