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FY 2010 - DOE Accounting Operations Checklist
Updated 7/8/2010
Any updates, suggestions or questions can be sent to deanna.ammons@hq.doe.gov
FIELD/ PMAs/ POINT OF
CF10 FERC Date EFASC/O PMAs Field REQUIREMENTS DOCUMENTATION/ CONTACT
TASK OR REQUIRED ACTION All Other
DUE DUE Completed RFSC FERC CFOs COMMENTS
DATE DATE
RW and other recasts completed 6/23/10 Field CFOs The JUN-10 Recast window is June 9-23, 2010 and Barbara Harbell
6/28/2010 all recasting must take place during this window. Bethany Williams
AFR 6/24/10 Requested Select contractor and finalize format Lynn Harshman
status from OFCR
Lynn
Inter-Office confirmation analysis completed 6/25/10 6/25/10 EFASC PMAs Field CFOs May Confirmations to be completed - See Trading Marion Hoch
FERC Partner Code Guide at
http://www.mbe.doe.gov/cf11/frad/otherguidance.htm
Budget feeder system reconciled to STARS each month 6/26/10 Field CFOs Reconciliation is completed for YTD cumulative
obligation amounts. Process corrections as required
to resolve reconciling differences.
Fund Balance with Treasury reconciliation completed by the 20th 6/28/10 EFASC Brian Boos
workday of the following month Mercedes Vasquez
Opening STARS Accounts Payable, Purchasing, and GL Modules 6/29/10 EFASC Kathy Schanck
by COB Next to Last Workday.
Cost Reports submitted to EFASC General Accounting Team at 6/30/10 EFASC Field CFOs STARS Month-End Due Dates Kathy Schanck
Costing@hq.doe.gov by noon local time last workday
Allottee review of iPortal abnormal balance reports 6/30/10 Field CFOs Abnormal Balance Reviews research and correct Lauren Rippeon
appropriate abnormal balances.
Obligating documents are recorded in STARS as the correct 6/30/10 EFASC Field CFOs UDO Task Force Kathy Schanck
accounting month (this is important when dual periods are open at
the beginning of the next month).
Financial statement analysis and footnote disclosure guidance 7/1/10 OFCR Deanna Ammons
7/1/2010
issued
Summary of Cash Activity due by noon local time 1st workday 7/1/10 Integrated STARS Month-End Due Dates Kathy Schanck
Contractors
Verify with the Procurement Organization that all approved 7/1/10 EFASC Field CFOs UDO Task Force Juanita DeLair
procurement actions (Contracts/Grants/Purchase Orders) for the
calendar month have been provided to the Finance or Budget
Organization for obligation recording. Verify all current month
obligating documents received from the Procurement Organization
(referenced above) have been entered into STARS for the same
accounting month as the signed obligating document.
Critical edits to be corrected 7/2/10 7/12/10 EFASC PMAs Field CFOs OFCR Address questions to Lauren.Rippeon@hq.doe.gov. Lauren Rippeon
FERC
Monthly transaction processing completed by COB Local Time 7/2/10 EFASC Field CFOs STARS Month-End Due Dates Kathy Schanck
2nd Workday
IC Files submitted in “Validate Only” Mode by Noon, 2nd 7/2/10 Integrated STARS Month-End Due Dates Kathy Schanck
workday. Contractors
IC Files processed in “Real” Mode by COB Eastern Time 2nd 7/2/10 EFASC STARS Month-End Due Dates Kathy Schanck
Workday.
PO Module Confirmations that PRs and POs are in Approved 7/2/10 EFASC Field CFOs STARS Month-End Due Dates Kathy Schanck
status by – Confirm with Kathy Schanck/Rachel Pectol by COB
Local Time 2nd Workday .
Non-integrated contractor files posted by noon local time 2nd 7/2/10 Richland STARS Month-End Due Dates Kathy Schanck
workday
Sheet1 1 8106cc6d-7e9a-474b-a9dc-13207a4f7151.xls
FY 2010 - DOE Accounting Operations Checklist
Updated 7/8/2010
Any updates, suggestions or questions can be sent to deanna.ammons@hq.doe.gov
FIELD/ PMAs/ POINT OF
CF10 FERC Date EFASC/O PMAs Field REQUIREMENTS DOCUMENTATION/ CONTACT
TASK OR REQUIRED ACTION All Other
DUE DUE Completed RFSC FERC CFOs COMMENTS
DATE DATE
Summary of Cash Activity reconciled to Cashlink, wires, ACH 7/2/10 EFASC STARS Month-End Due Dates Kathy Schanck
and IPAC activity by 10:00 a.m. Eastern Time, 2nd workday
Opening STARS Accounts Receivable Module by Third 7/6/10 EFASC Kathy Schanck
Workday.
Legal representation letter request to OGC and PMAs 7/2/10 7/2/10
OPM imputed costs recorded 7/6/10 7/1/2010 EFASC Entry occurs each quarter. Janet Tatterson
Close the AP, PO, AR, FA, and GL Modules by COB Eastern 7/6/10 EFASC STARS Month-End Due Dates Kathy Schanck
Time 3rd Workday.
Deposits reconciled by Noon Eastern Time 3rd Workday 7/6/10 EFASC STARS Month-End Due Dates Kathy Schanck
IPACs reconciled by Noon Eastern Time 3rd Workday 7/6/10 EFASC STARS Month-End Due Dates Kathy Schanck
Non-IPAC payments reconciliation completed by noon Eastern 7/6/10 ORFSC STARS Month-End Due Dates Kathy Schanck
Time 3rd workday
IC invoices processed and reconciled by 10:00 a.m. Eastern Time 7/6/10 EFASC STARS Month-End Due Dates Kathy Schanck
3rd workday
224 submitted by COB Eastern Time 3rd workday 7/6/10 EFASC PMAs TFM Mark Miller
FERC
Allottee Statements deposited on the Dept FS Web Page by 9:00 7/6/10 7/6/10 OFCR Allottee Financial Statements will be run daily by HQ Lori King and Scott
am. 7/6 to 7/23 and then as needed through the issuance Anderson
of the Department's 3rd quarter AFR.
Significant balances change files posted on iPortal by 10:00 a.m. 7/6/10 7/6/10 OFCR Scott Anderson
EST
Cost Accruals-Automated (Imported, posted and reversed) by 7/7/10 EFASC STARS Month-End Due Dates Kathy Schanck
Morning of 4th workday
Judgment Fund Payments Entries Posted 7/8/10 7/8/2010 OFCR Scott Anderson
FACTS II MAF for outlays 7/8/10 OFCR Pull down Treasury MAF from FACTS II to Bethany Williams
7/8/2010
determine outlays by TAFS.
Suspense IPAC SGL 19909300 & 24000000 reclassified to 7/9/10 OFCR Required for eliminations entries and reversed in the Deanna Ammons
7/8/2010
13109300 following month.
Pension/PRB roll forward reconciliation completed 7/9/10 Field CFOs OFCR STARS "DOE Pension/PRB Reconciliation Report" Lori King
should be used to reconcile contractor balances -
7/9/2010
corrections to be submitted for posting to prior
quarter.
Interagency 133s and Trial Balance provided as requested, 6th 7/9/10 Marion Hoch
7/8/2010
workday. OFCR
VIAS cost accrual adjustment 7/9/10 EFASC/OR Field CFOs VIAS adjustment period open Fourth and fifth Kathy Schanck
FSC workdays - Coordinate with VIAS approving officials
that they have reviewed the month end VIAS
automated accrual amounts for reasonableness and
made appropriate adjustments as needed.
FACTS II outlay adjustments prepared and posted 7/9/10 OFCR Calculate DOE/Treasury outlay differences, prepare Barbara Harbell
Requested
STARS entries to eliminate the differences and post Bethany Williams
status from
the batch.
Barb/Bethany
Allocation of IC RW Depreciation 7/9/10 OFCR Lori King
Allocation of IC RW Exclusion Dept Admin 7/9/10 OFCR Lori King
Allocation of IC RW 7/9/10 OFCR Lori King
Allocation of Fixed Asset Clearing Account Reclassification 7/9/10 OFCR Lori King
Allocation to the Fixed Asset Clearing Account 7/9/10 OFCR Lori King
Sheet1 2 8106cc6d-7e9a-474b-a9dc-13207a4f7151.xls
FY 2010 - DOE Accounting Operations Checklist
Updated 7/8/2010
Any updates, suggestions or questions can be sent to deanna.ammons@hq.doe.gov
FIELD/ PMAs/ POINT OF
CF10 FERC Date EFASC/O PMAs Field REQUIREMENTS DOCUMENTATION/ CONTACT
TASK OR REQUIRED ACTION All Other
DUE DUE Completed RFSC FERC CFOs COMMENTS
DATE DATE
Managerial cost and ARRA allocations posted 7/10/10 EFASC OFCR Statement of Net Cost with managerial cost Lori King
allocations will be available as soon as the cost
allocation process is completed. Should begin
process by 8:00 pm and should be completed by
midnight. See iPortal for status.
Distributed offsetting receipts consolidated 7/12/10 1/12/10 OFCR Barbara Harbell
Bethany Williams
Prior Period Adjustments - review Statement of Changes in Net 7/13/10 $130 mill in OFCR Deanna Ammons
Position for this activity PPADJ
Surplus plutonium liability update 7/14/10 OFCR Update liability for inflation and operating and capital Tammy Garnand
expenditures
NWF Deferred Revenue Correcting Entries Posted 7/14/10 OFCR Scott Anderson
Distributed offsetting receipts consolidated 7/14/10 OFCR Barbara Harbell
Bethany Williams
Significant balances change files posted on iPortal by 10:00 a.m. 7/14/10 OFCR Scott Anderson
EST
Review amount of OPM Imputed Costs recorded and compare to 7/15/10 OFCR Scott Chayette
prior year’s data
GWA Account Statement reconciled to GL 1010 balances by 10th 7/15/10 EFASC Brian Boos
workday Mercedes Vasquez
Report on Receivables and supporting footnote narrative due via 7/15/10 EFASC PMAs Field CFOs Questions should be directed to Steve Rosenberry on Steve Rosenberry
RECONS FERC (301) 903-4137.
BPA does not submit via RECONS.
Elimination entries posted 7/15/10 OFCR Deanna Ammons
Allocation and suballocation entries for HQs posted, normally 7/15/10 OFCR Dates vary throughout the month as request from HQ Bill Robinson
10th workday program offices are received. Suballocations are Carole Hart
posted based on guidance from HQs program.
FECA entries prepared and posted 7/16/10 OFCR OMB - Allottees 60/99 quarterly FECA entries Scott Chayette
prepared and submitted to Deanna
Environmental Liabilities entries recorded for HQs 7/16/10 OFCR http://www.mbe.doe.gov/CF12/reports/UnfundedLiab Geoffrey Smith and Scott
ilities.pdf Anderson
Financial statement analysis and footnote disclosures due 7/16/10 7/16/10 EFASC PMAs Field CFOs Submit to Jeff Carr at jeffrey.carr@hq.doe.gov or Jeff Carr
FERC iPortal Financial Statement Homepage.
PP&E and inventory roll-forward reconciliations completed 7/19/10 Field CFOs OFCR http://www.mbe.doe.gov/cf12/reports/PPERollForwar Greg Dulovich
dRptReviews.doc;
http://www.mbe.doe.gov/cf12/reports/InvenRollForw
ardRptReviews.doc
FACTS II submitted to Treasury 7/19/10 OFCR Due by 2:00 PM EST Bethany Williams
Legal representation letters due 7/16/10 7/16/10 PMAs OGC Submit to Jeff Carr at jeffrey.carr@hq.doe.gov, due Jeff Carr
FERC to DOJ, FMS, and GAO by 8/21/09
Significant balances change files posted on iPortal by 10:00 a.m. 7/19/10 OFCR Scott Anderson
EST
Financial statements submitted to OMB 7/21/10 OFCR Deanna Ammons
Contingency reconciliation schedule submitted to KPMG 7/22/10 OFCR Jeff Carr
IFCS Reconciliations - OPM/DOL/Debt/Investments 7/23/10 7/23/10 EFASC BPA OFCR http://fms.treas.gov/factsi/draft-vol1/draft-Chapter1- Scott Chayette
TFM-2-4700.doc; Contact Scott Chayette with Teresa Baldwin
questions (301) 903-9705
F-File Submission 7/23/10 http://fms.treas.gov/factsi/draft-vol1/draft-Chapter1- Marion Hoch
OFCR TFM-2-4700.doc
NWF Financial statements and footnotes provided to KPMG 7/23/10 OFCR 3rd quarter data Scott Anderson
Sheet1 3 8106cc6d-7e9a-474b-a9dc-13207a4f7151.xls
FY 2010 - DOE Accounting Operations Checklist
Updated 7/8/2010
Any updates, suggestions or questions can be sent to deanna.ammons@hq.doe.gov
FIELD/ PMAs/ POINT OF
CF10 FERC Date EFASC/O PMAs Field REQUIREMENTS DOCUMENTATION/ CONTACT
TASK OR REQUIRED ACTION All Other
DUE DUE Completed RFSC FERC CFOs COMMENTS
DATE DATE
Budget feeder system reconciled to STARS each month 7/27/10 Field CFOs Reconciliation is completed for YTD cumulative
obligation amounts. Process corrections as required
to resolve reconciling differences.
Financial statements and footnotes provided to KPMG 7/29/10 OFCR 3rd quarter Jeff Carr
Fund Balance with Treasury reconciliation completed by the 20th 7/29/10 EFASC Brian Boos
workday of the following month Mercedes Vasquez
IRAS reports generated 7/29/10 7/29/10 EFASC PMAs OFCR Scott Chayette
FERC
Opening STARS Accounts Payable, Purchasing, and GL Modules 7/29/10 EFASC Kathy Schanck
by COB Next to Last Workday.
Allocation cumulative YTD amounts in STARS reconciled to FDS 7/30/10 Field CFOs OFCR Review of STARS Allocations, per 2108 SOP Barbara Harbell
allotments by control level Jim Cotterell
IC CIDs cumulative obligations reconciliation to the most current 7/30/10 Field CFOs Obligation Reconciliation and 2108 Certification Barbara Harbell
contract modification and the Contract Data Report Standard Operating Procedures require a cumulative Jim Cotterell
obligations reconciliation to the most recent contract
modification at least annually for each IC -
certification due as part of quarterly 2108 certification
2108 certifications due 7/30/10 EFASC Field CFOs See Field Office FMS 2108 Review –Certification Barbara Harbell
Standard Operating Procedures Jim Cotterell
http://www.mbe.doe.gov/cf11/frad/otherguidance.htm
Email certifications to Barbara Harbell.
Reclassified Statements comparison 7/30/10 Run the reclassified statements and compare to the Marion Hoch
prior year balances; run the footnotes and compare to
OFCR lines on the reclassified statements
Treasury Report on Receivables due 7/30/10 EFASC Due NLT 31 days following the end of 3rd quarter. Steve Rosenberry
Cost Reports submitted to EFASC General Accounting Team at 7/30/10 EFASC Field CFOs STARS Month-End Due Dates Kathy Schanck
Costing@hq.doe.gov by noon local time last workday
Leadership Challenges Update due 7/30/10 HQ Selected owners provide information Priscilla Martin
Allottee review of iPortal abnormal balance reports 7/31/10 Field CFOs Abnormal Balance Reviews research and correct Lauren Rippeon
appropriate abnormal balances.
Summary of Cash Activity due by noon local time 1st workday 8/2/10 Integrated STARS Month-End Due Dates Kathy Schanck
Contractors
Monthly transaction processing completed by COB Local Time 8/3/10 EFASC Field CFOs STARS Month-End Due Dates Kathy Schanck
2nd Workday
IC Files submitted in “Validate Only” Mode by Noon, 2nd 8/3/10 Integrated STARS Month-End Due Dates Kathy Schanck
workday. Contractors
IC Files processed in “Real” Mode by COB Eastern Time 2nd 8/3/10 EFASC STARS Month-End Due Dates Kathy Schanck
Workday.
PO Module Confirmations that PRs and POs are in Approved 8/3/10 EFASC Field CFOs STARS Month-End Due Dates Kathy Schanck
status by – Confirm with Kathy Schanck/Rachel Pectol by COB
Local Time 2nd Workday .
Non-integrated contractor files posted by noon local time 2nd 8/3/10 Richland STARS Month-End Due Dates Kathy Schanck
workday
Summary of Cash Activity reconciled to Cashlink, wires, ACH 8/3/10 EFASC STARS Month-End Due Dates Kathy Schanck
and IPAC activity by 10:00 a.m. Eastern Time, 2nd workday
Opening STARS Accounts Receivable Module by Third 8/4/10 EFASC Kathy Schanck
Workday.
Sheet1 4 8106cc6d-7e9a-474b-a9dc-13207a4f7151.xls
FY 2010 - DOE Accounting Operations Checklist
Updated 7/8/2010
Any updates, suggestions or questions can be sent to deanna.ammons@hq.doe.gov
FIELD/ PMAs/ POINT OF
CF10 FERC Date EFASC/O PMAs Field REQUIREMENTS DOCUMENTATION/ CONTACT
TASK OR REQUIRED ACTION All Other
DUE DUE Completed RFSC FERC CFOs COMMENTS
DATE DATE
Close the AP, PO, AR, FA, and GL Modules by COB Eastern 8/4/10 EFASC STARS Month-End Due Dates Kathy Schanck
Time 3rd Workday.
Deposits reconciled by Noon Eastern Time 3rd Workday 8/4/10 EFASC STARS Month-End Due Dates Kathy Schanck
IPACs reconciled by Noon Eastern Time 3rd Workday 8/4/10 EFASC STARS Month-End Due Dates Kathy Schanck
Non-IPAC payments reconciliation completed by noon Eastern 8/4/10 ORFSC STARS Month-End Due Dates Kathy Schanck
Time 3rd workday
IC invoices processed and reconciled by 10:00 a.m. Eastern Time 8/4/10 EFASC STARS Month-End Due Dates Kathy Schanck
3rd workday
224 submitted by COB Eastern Time 3rd workday 8/4/10 EFASC PMAs TFM Mark Miller
FERC
Material Differences Status of Disposition certified 8/5/10 OFCR http://fms.treas.gov/factsi/draft-vol1/draft-Chapter1- Scott Chayette
TFM-2-4700.doc
Cost Accruals-Automated (Imported, posted and reversed) by 8/5/10 EFASC STARS Month-End Due Dates Kathy Schanck
Morning of 4th workday
DIMS data 8/5/10 Field CFOs Due to NNSA see Nuclear Material Accounting Dee Hart
Reporting Requirements
Financial Highlights and Perf Data due 8/6/10 OFCR Lynn Harshman
VIAS cost accrual adjustment 8/9/10 EFASC/OR Field CFOs VIAS adjustment period open Fourth and fifth Kathy Schanck
FSC workdays - Coordinate with VIAS approving officials
that they have reviewed the month end VIAS
automated accrual amounts for reasonableness and
made appropriate adjustments as needed.
Allocation and suballocation entries for HQs posted, normally 8/10/10 OFCR Dates vary throughout the month as request from HQ Bill Robinson
10th workday program offices are received. Suballocations are Carole Hart
posted based on guidance from HQs program.
Material Differences Status of Disposition Generate Comparative 8/12/10 OFCR Scott Chayette
DIMS data 8/12/10 Field CFOs Policy Detail submission due to Financial Policy Attn: Barbara Caruso
Barbara Caruso, CF-50, on (301) 903-3262.
Assurance Memos 8/13/10 Field CFOs FMFIA, A-123, and ARRA due from field Priscilla Martin
GWA Account Statement reconciled to GL 1010 balances by 10th 8/13/10 EFASC Brian Boos
workday Mercedes Vasquez
SBR - SF-133 material difference reconciliation submitted to 8/13/10 OFCR OMB due date Barbara Harbell
OMB
Allocation and suballocation entries for HQs posted, normally 8/13/10 OFCR Dates vary throughout the month as request from HQ Bill Robinson
10th workday program offices are received. Suballocations are Carole Hart
posted based on guidance from HQs program.
Financial statement footnotes provided to OMB for preliminary 8/14/10 OFCR OMB A-136 - Optional, due 45 days after end of Lynn Harshman
comments quarter
MD&A 8/23/10 Outline due Karen Elwell
RW and other recasts completed 8/24/10 Field CFOs The AUG-10 Recast window is August 10-24, 2010 Barbara Harbell
and all recasting must take place during this window. Bethany Williams
Fund Balance with Treasury reconciliation completed by the 20th 8/27/10 EFASC Brian Boos
workday of the following month Mercedes Vasquez
Set up new calendar year for FY2011 in STARS. 8/28/10 EFASC Kathy Schanck
Opening STARS Accounts Payable, Purchasing, and GL Modules 8/30/10 EFASC Kathy Schanck
by COB Next to Last Workday.
Sheet1 5 8106cc6d-7e9a-474b-a9dc-13207a4f7151.xls
FY 2010 - DOE Accounting Operations Checklist
Updated 7/8/2010
Any updates, suggestions or questions can be sent to deanna.ammons@hq.doe.gov
FIELD/ PMAs/ POINT OF
CF10 FERC Date EFASC/O PMAs Field REQUIREMENTS DOCUMENTATION/ CONTACT
TASK OR REQUIRED ACTION All Other
DUE DUE Completed RFSC FERC CFOs COMMENTS
DATE DATE
Budget feeder system reconciled to STARS each month 8/31/10 Field CFOs Reconciliation is completed for YTD cumulative
obligation amounts. Process corrections as required
to resolve reconciling differences.
Cost Reports submitted to EFASC General Accounting Team at 8/31/10 EFASC Field CFOs STARS Month-End Due Dates Kathy Schanck
Costing@hq.doe.gov by noon local time last workday
Allottee review of iPortal abnormal balance reports 8/31/10 Field CFOs Abnormal Balance Reviews research and correct Lauren Rippeon
appropriate abnormal balances.
Summary of Cash Activity due by noon local time 1st workday 9/1/10 Integrated STARS Month-End Due Dates Kathy Schanck
Contractors
Monthly transaction processing completed by COB Local Time 9/2/10 EFASC Field CFOs STARS Month-End Due Dates Kathy Schanck
2nd Workday
IC Files processed in “Real” Mode by COB Eastern Time 2nd 9/2/10 EFASC STARS Month-End Due Dates Kathy Schanck
Workday.
IC Files submitted in “Validate Only” Mode by Noon, 2nd 9/2/10 Integrated STARS Month-End Due Dates Kathy Schanck
workday. Contractors
PO Module Confirmations that PRs and POs are in Approved 9/2/10 EFASC Field CFOs STARS Month-End Due Dates Kathy Schanck
status by – Confirm with Kathy Schanck/Rachel Pectol by COB
Local Time 2nd Workday .
Non-integrated contractor files posted by noon local time 2nd 9/2/10 Richland STARS Month-End Due Dates Kathy Schanck
workday
Summary of Cash Activity reconciled to Cashlink, wires, ACH 9/2/10 EFASC STARS Month-End Due Dates Kathy Schanck
and IPAC activity by 10:00 a.m. Eastern Time, 2nd workday
MD&A 9/2/10 9/4/2009 OFCR Completed draft Karen Elwell
Deposits reconciled by Noon Eastern Time 3rd Workday 9/3/10 EFASC STARS Month-End Due Dates Kathy Schanck
Opening STARS Accounts Receivable Module by Third 9/3/10 EFASC Kathy Schanck
Workday.
Close the AP, PO, AR, FA, and GL Modules by COB Eastern 9/3/10 EFASC STARS Month-End Due Dates Kathy Schanck
Time 3rd Workday.
IPACs reconciled by Noon Eastern Time 3rd Workday 9/3/10 EFASC STARS Month-End Due Dates Kathy Schanck
Non-IPAC payments reconciliation completed by noon Eastern 9/3/10 ORFSC STARS Month-End Due Dates Kathy Schanck
Time 3rd workday
IC invoices processed and reconciled by 10:00 a.m. Eastern Time 9/3/10 EFASC STARS Month-End Due Dates Kathy Schanck
3rd workday
224 submitted by COB Eastern Time 3rd workday 9/3/10 EFASC PMAs TFM Mark Miller
FERC
Cost Accruals-Automated (Imported, posted and reversed) by 9/6/10 EFASC STARS Month-End Due Dates Kathy Schanck
Morning of 4th workday
VIAS cost accrual adjustment 9/8/10 EFASC/OR Field CFOs VIAS adjustment period open Fourth and fifth Kathy Schanck
FSC workdays - Coordinate with VIAS approving officials
that they have reviewed the month end VIAS
automated accrual amounts for reasonableness and
made appropriate adjustments as needed.
Sheet1 6 8106cc6d-7e9a-474b-a9dc-13207a4f7151.xls
FY 2010 - DOE Accounting Operations Checklist
Updated 7/8/2010
Any updates, suggestions or questions can be sent to deanna.ammons@hq.doe.gov
FIELD/ PMAs/ POINT OF
CF10 FERC Date EFASC/O PMAs Field REQUIREMENTS DOCUMENTATION/ CONTACT
TASK OR REQUIRED ACTION All Other
DUE DUE Completed RFSC FERC CFOs COMMENTS
DATE DATE
Inter-Office Balance confirmation reports available in STARS 9/9/10 9/9/10 EFASC PMAs Field CFOs Allottees should begin Inter-Office Analysis for Marion Hoch
FERC August data See Trading Partner Code Guide at
http://www.mbe.doe.gov/cf11/FRAD/Otherguidancep
dffiles/Tradingpartnercodeguide/TradingPartnerCode
Guide.pdf.
Note: PMA data will not be available in STARS until
September 9. An attempt should still be made to
contact the PMAs and begin the confirmation process
as soon as possible.
GWA Account Statement reconciled to GL 1010 balances by 10th 9/10/10 EFASC Brian Boos
workday Mercedes Vasquez
Nuclear Materials Inventory confirmation due 9/10/10 Field CFOs Data as of August. Electronic confirmation is Dee Hart
acceptable; Nuclear Material Accounting Reporting
Requirements
Non-monetary loss memos due 9/10/10 Program Must be coordinated with GC. Jeff Carr
Offices
Open Next Encumbrance Year in STARS 9/10/10 EFASC Kathy Schanck
Values (program, fund, etc.) for new year loaded into STARS 9/10/10 EFASC Kathy Schanck
Pre-open SEPADJ1-09, SEPADJ2-09, OCTADJ1-10 and OCT-10 9/10/10 EFASC Kathy Schanck
GL periods in STARS
AFP (initial) for new year made available for review 9/13/10 FDCT Will be available 9/13 through 9/17 for review. Bonnie Giampietro
GWA Account Statement reconciled to GL 1010 balances by 10th 9/14/10 EFASC Brian Boos
workday Mercedes Vasquez
Continuing Resolution (CR) Availability Template reviewed to 9/15/10 OFCR FDCT prepares CR Availability Template and Bethany Williams
ensure transaction types and transaction codes are correct; all provides to Bethany Williams.
required FV entries are listed; and accounting is correct for all
transaction types and codes.
Open new Budget Year and define new year in the Budget Fiscal 9/15/10 EFASC Kathy Schanck
Year Segment Mapping form in STARS to allow entry of CR
appropriation data in FV.
Deferred maintenance Data 9/15/10 OFCR Send request for deferred maintenance data for DOE Greg Dulovich
real property (FIMS) and HQ personal property
(Sunflower)
Assurance Memos 9/15/10 HQ FMFIA, A-123, and ARRA due from Headquarters Priscilla Martin
Allocation and suballocation entries for HQs posted, normally 9/15/10 OFCR Dates vary throughout the month as requests from HQ Bill Robinson
10th workday program offices are received. Suballocations are Carole Hart
posted based on guidance from HQs program.
AR module setup loaded for new year 9/17/10 EFASC Kathy Schanck
AFR 9/17/10 OFCR Preliminary draft will include 3rd qtr financial Lynn Harshman
statements
IPAC (outgoing) through GOALS to other agencies and integrated 9/23/10 EFASC Field CFOs Lynne Baronoff
contractors for September cutoff
Sheet1 7 8106cc6d-7e9a-474b-a9dc-13207a4f7151.xls
FY 2010 - DOE Accounting Operations Checklist
Updated 7/8/2010
Any updates, suggestions or questions can be sent to deanna.ammons@hq.doe.gov
FIELD/ PMAs/ POINT OF
CF10 FERC Date EFASC/O PMAs Field REQUIREMENTS DOCUMENTATION/ CONTACT
TASK OR REQUIRED ACTION All Other
DUE DUE Completed RFSC FERC CFOs COMMENTS
DATE DATE
Inter-contractor costs and transfers cutoff 9/23/10 EFASC Field CFOs After this date all inter-entity activity should be Todd Johnson
confirmed via telephone or email. Information related
to any non-reconciling transfers issued after 9/24
should be emailed to the other office. The official
copy and backup should be express mailed
immediately with a notation that an advanced copy
was emailed previously (to avoid duplicate reporting).
A listing of interoffice contacts can be found at:
http://www.mbe.doe.gov/efasc/FRAD/YEConformati
onList.htm
Cutoff for FY09 contractor billing of inter-entity 9/23/10 EFASC Field CFOs Todd Johnson
Zero pay corrections cutoff to EFASC for year-end posting 9/23/10 EFASC Field CFOs Cash related corrections must be completed by 2nd Lynne Baronoff
workday. Any zero pay corrections needed after
9/23/10 will be handled on a case-by-case basis.
Gov-Trip cutoff for approving vouchers in in order to be paid by 9/23/10 EFASC Field CFOs By COB Terry Perry
end of fiscal year.
Cost re-alignment submission cutoff to EFASC for posting in 9/24/10 EFASC Field CFOs Lynne Baronoff
September.
Recast entries completed 9/24/10 EFASC Field CFOs OFCR If additional entries are needed after this date, please Barbara Harbell
9/25/2009 contact Barbara Harbell or Bethany Williams. Bethany Williams
Inter-office confirmation analysis completed 9/25/10 9/25/10 EFASC PMAs Field CFOs August Confirmations to be completed - See Trading Marion Hoch
FERC Partner Code Guide at
http://www.mbe.doe.gov/cf11/FRAD/Otherguidancep
dffiles/Tradingpartnercodeguide/TradingPartnerCode
Guide.pdf
Budget feeder system reconciled to STARS each month 9/28/10 Field CFOs Reconciliation is completed for YTD cumulative
obligation amounts. Process corrections as required
to resolve reconciling differences.
Run final FY 2010 reports prior to opening OCT-11. 9/28/10 EFASC Example: 2108 GL to PO Recon Kathy Schanck
Fund Balance with Treasury reconciliation completed by the 20th 9/28/10 EFASC Brian Boos
workday of the following month Mercedes Vasquez
Appropriation data in FV loaded (OCT-10 GL module period must 9/29/10 FDCT Contingent upon receipt of OMB Apportionments and Bonnie Giampietro
be open). Late :-( CR complete. OCT-10 GL module period must be
open.
STARS AP, PO, GL open for October business at the latest. 9/29/10 EFASC Opening of AR will be held until coordinated with T. Kathy Schanck
Johnson. FA will be opened when SEP-10 period is
closed.
SF-1151's due to Treasury 9/29/10 EFASC TFM Brian Boos
Steve Rosenberry
Payment certification cutoff for September pay dates 9/29/10 ORFSC Tim Southard
Treasury Interest Calculations for Loans 9/29/10 LGPO Susan Tyler/Kim Klein
Obligating documents are recorded in STARS as the correct 9/29/10 EFASC Field CFOs Highly recommend that October obligations be held Juanita DeLair
accounting month (this is important when dual periods are open at until September obligations have been completed.
the beginning of the next month). Reiterate to staff on a regular basis about the
importance of choosing the correct GL date during
transition period when we have both fiscal years
open. 10/1/10 thru 10/13/10
Sheet1 8 8106cc6d-7e9a-474b-a9dc-13207a4f7151.xls
FY 2010 - DOE Accounting Operations Checklist
Updated 7/8/2010
Any updates, suggestions or questions can be sent to deanna.ammons@hq.doe.gov
FIELD/ PMAs/ POINT OF
CF10 FERC Date EFASC/O PMAs Field REQUIREMENTS DOCUMENTATION/ CONTACT
TASK OR REQUIRED ACTION All Other
DUE DUE Completed RFSC FERC CFOs COMMENTS
DATE DATE
Cost Reports submitted to EFASC General Accounting Team at 9/30/10 EFASC Field CFOs STARS Month-End Due Dates Kathy Schanck
Costing@hq.doe.gov by noon local time last workday
Interoffice transfers should be recorded and confirmed 9/30/10 9/30/10 EFASC PMAs Field CFOs Deanna Ammons
FERC
Travel authorization year-end cutoff in STARS 9/30/10 EFASC Field CFOs Terry Perry
Allottee review of iPortal abnormal balance reports 9/30/10 Field CFOs Abnormal Balance Reviews research and correct Lauren Rippeon
appropriate abnormal balances.
Commitments obligated or cancelled by year-end in STRIPES 9/30/10 EFASC Field CFOs Juanita DeLair
Verify with the Procurement Organization that all approved 10/1/10 EFASC Field CFOs UDO Task Force Juanita DeLair
procurement actions (Contracts/Grants/Purchase Orders) for the
calendar month have been provided to the Finance or Budget
Organization for obligation recording. Verify all current month
obligating documents received from the Procurement Organization
(referenced above) have been entered into STARS for the same
accounting month as the signed obligating document.
Summary of Cash Activity due by noon local time 1st workday 10/1/10 Integrated STARS Month-End Due Dates Kathy Schanck
Contractors
October obligations should be held until September obligations 10/1/10 EFASC Field CFOs Reiterate to staff on a regular basis about the Juanita DeLair
have been completed. importance of choosing the correct GL date
during transition period when we have both fiscal
years open. This timeframe will last from Oct 1 to
approximately Oct 7.
Gov-Trip accounting values loaded for new year 10/1/10 EFASC Field CFOs Terry Perry will send an e-mail confirmation when the Terry Perry
values have been added.
Inter-Entity (YN19) and Suspense (YN01) funding for new year 10/1/10 EFASC Field CFOs Kathy Schanck
made available in STARS
New year appropriation data loaded into FV 10/1/10 FDCT Contingent upon receipt of the CR Bonnie Giampietro
Janice Stull
Allotments issued for new year (w/effective date 10/1). Period of 10/1/10 FDCT Tentative Date contingent on CR Bonnie Giampietro
task will be from 10/1 to 10/5. Janice Stull
FDS interface to transfer FY2010 apportionments and allotments 10/1/10 EFASC Tentative Date contingent on CR Kathy Schanck
to STARS and post. (10/1-10/5).
AFR 10/1/10 OFCR Informational package due to Secretary/Dep. Sec,/GC Lynn Harshman
Monthly transaction processing completed by COB Local Time 10/4/10 EFASC Field CFOs STARS Month-End Due Dates Kathy Schanck
2nd Workday
YN01 (Suspense) costs/payments cleared 10/4/10 EFASC Field CFOs Kathy Schanck
101002 and 101003 cutoff of cash entries for September business 10/4/10 EFASC Field CFOs Kathy Schanck
IC Files submitted in “Validate Only” Mode by Noon, 2nd 10/4/10 Integrated Files should contain all 57900400 and 10100200 cash Kathy Schanck
workday. Contractors activity - Data is Preliminary
IC Files processed in “Real” Mode by COB Eastern Time 2nd 10/4/10 EFASC STARS Month-End Due Dates Kathy Schanck
Workday.
Summary of Cash Activity reconciled to Cashlink, wires, ACH 10/4/10 EFASC STARS Month-End Due Dates Kathy Schanck
and IPAC activity by 10:00 a.m. Eastern Time, 2nd workday
PO Module Confirmations that PRs and POs are in Approved 10/4/10 EFASC Field CFOs STARS Month-End Due Dates Kathy Schanck
status by – Confirm with Kathy Schanck/Rachel Pectol by COB
Local Time 2nd Workday .
Sheet1 9 8106cc6d-7e9a-474b-a9dc-13207a4f7151.xls
FY 2010 - DOE Accounting Operations Checklist
Updated 7/8/2010
Any updates, suggestions or questions can be sent to deanna.ammons@hq.doe.gov
FIELD/ PMAs/ POINT OF
CF10 FERC Date EFASC/O PMAs Field REQUIREMENTS DOCUMENTATION/ CONTACT
TASK OR REQUIRED ACTION All Other
DUE DUE Completed RFSC FERC CFOs COMMENTS
DATE DATE
Non-integrated contractor files posted by noon local time 2nd 10/4/10 Richland STARS Month-End Due Dates Kathy Schanck
workday
Auto-costing cutoff which is based on invoice approval for 10/5/10 Vendor invoice approval system (VIAS) looks at the Tim Southard
September posting calendar day
Opening STARS Accounts Receivable Module by Third 10/5/10 EFASC Kathy Schanck
Workday.
Deposits reconciled by Noon Eastern Time 3rd Workday 10/5/10 EFASC STARS Month-End Due Dates Kathy Schanck
IPACs reconciled by Noon Eastern Time 3rd Workday 10/5/10 EFASC STARS Month-End Due Dates Kathy Schanck
Non-IPAC payments reconciliation completed by noon Eastern 10/5/10 ORFSC STARS Month-End Due Dates Kathy Schanck
Time 3rd workday
Federal Vertical Transfer and AR to GL Interface prior to 10/5/10 EFASC Kathy Schanck
submitting September 224.
224 submitted by COB Eastern Time 3rd workday 10/5/10 10/5/09 EFASC PMAs TFM Activate "GL Cash Entries after Close" alerts Mark Miller
FERC (update table with 3rd workday date). Assure that
Federal Vertical Transfer and AR to GL Interface
have been run prior to pulling 224 data.
Cost true-ups cutoff to EFASC for posting in September 10/5/10 Field CFOs This includes those to be processed in the PO module Lynne Baronoff
and those to be processed in GL via ADI. Must be
on accrual exclusion list by noon 9/30. Requests for
CIDs to be added to exclusions list should be sent to
PO-Exclusions@hq.doe.gov. Requests for manual
costing should be sent to Costings@hq.doe.gov.
IC invoices processed and reconciled by 10:00 a.m. Eastern Time 10/5/10 EFASC STARS Month-End Due Dates Kathy Schanck
3rd workday
Verify cancelled TAFS are ready to be closed. 10/5/10 EFASC Field CFOs OFCR (i.e., ) – All remaining balances, other than cash and Barbara Harbell
unobligated allotments, must be removed from the
books as of SEP-10. Reference Attachment 4 under
Year-end Closing and Financial Statement Guidance.
Actual pull back of balances completes after the
budgetary pre-close is done.
Allottee Statements deposited on the Dpet FS Web Page by 9:00 10/5/10 OFCR Allottee Financial Statements will be run daily by HQ Lori King and Scott
am. 10/5 to 10/15 and then as needed through the Anderson
issuance of the Department's AFR.
Cost Accruals-Automated (Imported, posted and reversed) by 10/6/10 EFASC STARS Month-End Due Dates Kathy Schanck
Morning of 4th workday
STARS available for updating budget allocations; Notify 10/6/10 EFASC Kathy Schanck
Kathryn.Schanck@hq.doe.gov when complete
Warrant requests issued to Treasury 10/6/10 EFASC Send Treasury request for warrants/credit warrants Steve Rosenberry
for 89X0212, 89X0228, and contingency funds
Payroll file processed from DFAS for 2010 on 10/6 - 10/7. 10/6/10 EFASC Any funding issues will be resolved through 10/8. Jerry Odegard
This is the final payroll for the year.
OPM imputed costs recorded 10/6/10 EFASC Entry occurs each quarter. Must be completed before Janet Tatterson
Managerial Cost Allocations are run.
STARS Trial Balance report to pick up all new obligations posted 10/7/10 OFCR Send report out to field office accrual contacts so they Geoff Smith
between Oct-1 and Oct-5 can let their impacted VIAS users know that these
new obligations must not be accrued.
Sheet1 10 8106cc6d-7e9a-474b-a9dc-13207a4f7151.xls
FY 2010 - DOE Accounting Operations Checklist
Updated 7/8/2010
Any updates, suggestions or questions can be sent to deanna.ammons@hq.doe.gov
FIELD/ PMAs/ POINT OF
CF10 FERC Date EFASC/O PMAs Field REQUIREMENTS DOCUMENTATION/ CONTACT
TASK OR REQUIRED ACTION All Other
DUE DUE Completed RFSC FERC CFOs COMMENTS
DATE DATE
Prior Year Obligation adjustments available for allottee review. 10/7/10 Field CFOs Prior Year Adjustment User's Guide Bill Robinson
FACTS II MAF for outlays 10/7/10 OFCR Pull down Treasury MAF from FACTS II to Bethany Williams
determine outlays by TAFS.
Trading partner variance & abnormal balance analysis and 10/7/10 EFASC Field CFOs Trading Partner Guide Jeff Carr
corrections completed OFCR Marion Hoch
Nuclear Materials Inventory confirmation due 10/7/10 Field CFOs As of September Data. Electronic confirmation is Dee Hart
acceptable; Nuclear Material Accounting Reporting
Requirements Guide
http://www.mbe.doe.gov/CF12/reports/NuclearMateri
alAcctingGuide.pdf
Nuclear Material final data to STARS. 10/7/10 Field CFOs Questions should be directed to Dee Hart 505-845- Dee Hart
4131.
Judgment Fund Payments Entries Posted 6th workday 10/7/10 OFCR Scott Anderson
Reestimate Information for Loans - Provided 10/7/10 LGPO Susan Tyler/Kim Klein
IC final September file due to EFASC. No later than noon local 10/7/10 EFASC Integrated Final Year-end data , Ensure 61009900 balances are Kathy Schanck
time. Contractors cleared.
Allottee review of iPortal abnormal balance reports 10/7/10 Field CFOs Abnormal Balance Reviews research and correct Lauren Rippeon
appropriate abnormal balances.
Critical edits to be corrected 10/7/10 10/12/10 EFASC PMAs Field CFOs OFCR No later then noon eastern standard time. Address Lauren Rippeon
FERC questions to Lauren.Rippeon@hq.doe.gov.
September transactions entered into STARS modules 10/7/10 EFASC Field CFOs Excluding PMA/FERC data and other CF-10 entries Kathy Schanck
required for financial statement preparation. Direct
GL entries are excluded from this due date. Direct
GL entries required for the first draft of the financial
statements will be processed through Oct. 13. Any
direct GL entries will be entered using OCT11
period. CF12 will review entry and post to SEP10.
Commitments obligated or cancelled by year-end in PO Module 10/7/10 EFASC Field CFOs SGL account 47xx must be zero at year end.
Reference PO module month-end guidance issued by
Paulette Beall on 9/20/07.
Verify that all balances in SGL 61009900 have been cleared at the 10/8/10 Field CFOs Integrated SGL 61009900 (IC Cost Overruns and Undistributed Jim Cotterell
AFF level Contractors Costs) should have $0.00 year end balance by AFF.
Only correcting entries that offset prior year end
balances in this account will be acceptable.
Pension/PRB roll forward reconciliation completed 10/8/10 Field CFOs OFCR STARS "DOE Pension/PRB Reconciliation Report"
should be used to reconcile contractor balances -
corrections to be submitted for posting to prior
quarter.
VIAS cost accrual adjustment 10/8/10 EFASC/OR Field CFOs VIAS adjustment period open Fourth and fifth Kathy Schanck
FSC workdays - Coordinate with VIAS approving officials
that they have reviewed the month end VIAS
automated accrual amounts for reasonableness and
made appropriate adjustments as needed.
Conduct month-end closing tasks for PO module 10/8/10 EFASC Field CFOs Reference PO module month-end guidance issued by Kathy Schanck
the Financial Systems Team.
AFPs for FY10 should be are fully allocated 10/8/10 EFASC Field CFOs Bonnie Giampietro
Sheet1 11 8106cc6d-7e9a-474b-a9dc-13207a4f7151.xls
FY 2010 - DOE Accounting Operations Checklist
Updated 7/8/2010
Any updates, suggestions or questions can be sent to deanna.ammons@hq.doe.gov
FIELD/ PMAs/ POINT OF
CF10 FERC Date EFASC/O PMAs Field REQUIREMENTS DOCUMENTATION/ CONTACT
TASK OR REQUIRED ACTION All Other
DUE DUE Completed RFSC FERC CFOs COMMENTS
DATE DATE
Suspense IPAC SGL 19909300 & 24000000 reclassified to 10/8/10 OFCR Required for eliminations entries and reversed in the Deanna Ammons
13109300 following month.
Request for 133 Team to be exempt from Managerial Cost lockout 10/8/10 OFCR Lori King
on October 10
Management representation letter 10/8/10 Field CFOs OFCR Receive field Management Representation letters. Tammy Garnand/Mindy
Bledsoe
Surplus plutonium liability update 10/8/10 OFCR Update liability for inflation and operating and capital Tammy Garnand
expenditures
Post prior year deobligations and deallottments 10/8/10 Late :-( EFASC Kathy Schanck
FACTS II outlay adjustments prepared and posted 10/8/10 OFCR Calculate DOE/Treasury outlay differences, prepare Barbara Harbell
STARS entries to eliminate the differences and post Bethany Williams
the batch.
DIMS data 10/8/10 Field CFOs Due to NNSA see Nuclear Material Accounting Dee Hart
Reporting Requirements
SEP-10 Closed All modules 10/8/10 EFASC OFCR After this date all audit adjusting entries should be Bethany Williams
coordinated with CF-10 and only posted by Deanna Lori King
Ammons, Scott Anderson, Lori King, or Bethany Deanna Ammons Scott
Williams. No entries should be made without Anderson
approval from CF-10. After this date SEP-10 will be
opened as needed to post any adjusting entries until
October 13 – the day before our last update for the
first draft of the financial statements. After October
13 all entries will be posted to SEPADJ1-10 by the
individuals listed above. Entries will continue to be
posted to SEPADJ1-10 at the discretion of CF-10
until October 26.
Data load initiated after completion of the managerial cost 10/8/10 OFCR Lori King
allocation process. Goal will be midnight.
2108 reports available for field analysis. 10/8/10 EFASC Field CFOs
Obligation interfaces enabled upon notification that all field offices 10/8/10 EFASC Kathy Schanck
and HQ have completed their budget allocations
Gov-Trip obligation interface enabled upon notification that all 10/8/10 EFASC Kathy Schanck
field offices have completed their budget allocations. Control files
by site.
Inter-Office confirmation analysis completed 10/8/10 10/13/09 EFASC PMAs Field CFOs All interoffice material differences should be Scott Chayette and Marion
FERC resolved. See Trading Partner Code Guide at Hoch
http://www.mbe.doe.gov/cf11/frad/otherguidance.htm
.
Note: Preliminary PMA data will not be available in
STARS until October 12. An attempt should still be
made to contact the PMAs and begin the confirmation
process as soon as possible.
Pre-Closing - FY 2010 Pre-Closing Entries (primarily budget 10/8/10 OFCR CF-10 will run process to create and will then post Bethany Williams
entries posted to SEPADJ1-10) pre-closing entries to zero out anticipated SGLs and Barbara Harbell
to pre-close these funds that are to be cancelled at STARS Yearend Closing
year-end. Do not run this process until Payroll Team Team
confirms final payroll entries posted.
Secretarial Package 10/8/10 OFCR Signature package (Sec. Message, Mgt Assurances, Lynn Harshman
Congress Letters)
Sheet1 12 8106cc6d-7e9a-474b-a9dc-13207a4f7151.xls
FY 2010 - DOE Accounting Operations Checklist
Updated 7/8/2010
Any updates, suggestions or questions can be sent to deanna.ammons@hq.doe.gov
FIELD/ PMAs/ POINT OF
CF10 FERC Date EFASC/O PMAs Field REQUIREMENTS DOCUMENTATION/ CONTACT
TASK OR REQUIRED ACTION All Other
DUE DUE Completed RFSC FERC CFOs COMMENTS
DATE DATE
CFO Message 10/8/10 OFCR Coordination for 2nd draft AFR-Program/OMB Priscilla Martin
Review
Allocation of IC RW Depreciation 10/8/10 OFCR Lori King
Allocation of IC RW Exclusion Dept Admin 10/8/10 OFCR Lori King
Allocation of IC RW 10/8/10 OFCR Lori King
Allocation of Fixed Asset Clearing Account Reclassification 10/8/10 OFCR Lori King
Allocation to the Fixed Asset Clearing Account 10/8/10 OFCR Lori King
Managerial cost and ARRA allocations posted 10/8/10 EFASC OFCR Statement of Net Cost with managerial cost Lori King
allocations will be available as soon as the cost
allocation process is completed. Should begin
process by 8:00 am and should be completed by
noon. See iPortal for status. Run ARRAC
allocations first and coordinate STARS lockout
Run 133s 10/9/10 OFCR 133 should be run at 7:00 AM. 133 Team
Significant balances change files posted on iPortal by 10:00 a.m. 10/10/10 10/15/09 EFASC OFCR Scott Anderson
EST
FECA entries prepared and posted 10/12/10 OFCR OMB - Allottees 60/99 quarterly FECA entries Scott Chayette
prepared and submitted to Deanna
Trading partner variance & abnormal balance analysis and 10/12/10 OFCR Rick Loyd
corrections reviewed at the Departmental Level
FERC appropriation reduction entries posted 10/12/10 OFCR Bethany Williams
Department Administration appropriation adjustment entries 10/12/10 OFCR Marion Hoch
posted.
D&D Fund cost tranfer entry prepared and posted. 10/12/10 OFCR Deanna Ammons and
Geoff Smith
Prior Period Adjustments - review Statement of Changes in Net 10/12/10 OFCR Deanna Ammons
Position for this activity
Elimination entries posted 10/12/10 OFCR Deanna Ammons
FECA entries prepared and posted 10/12/10 OFCR OMB - Allottees 60/99 quarterly FECA entries Scott Chayette
prepared and submitted to Deanna
VIAS cost accrual review for any abnormal balances 10/12/10 OFCR Field office will be contact if abnormal balance is Geoff Smith
identified.
Environmental Liabilities entries recorded for HQs 10/13/10 OFCR http://www.mbe.doe.gov/CF12/reports/Unfunded Geoffrey Smith and Scott
Liabilities.pdf Anderson
NWF Deferred Revenue Correcting Entries Posted, 9th workday 10/13/10 OFCR Scott Anderson
Distributed offsetting receipts consolidated 10/13/10 OFCR Barbara Harbell
Bethany Williams
Review amount of OPM Imputed Costs recorded and compare to 10/13/10 OFCR Scott Chayette
prior year’s data
DIMS data 10/13/10 Field CFOs Policy Detail submission due to Financial Policy Attn: Barbara Caruso
Barbara Caruso, CF-50, on (301) 903-3262.
Managagerial Cost allocations for final Recovery Act Accruals 10/13/10 OFCR Lockout must be scheduled and can not be done until Lori King
final accrual adjustments on the Recovery Act funds
is complete.
Allocation cumulative YTD amounts in STARS reconciled to FDS 10/13/10 Field CFOs OFCR Review of STARS Allocations Barbara Harbell
allotments by control level Jim Cotterell
Sheet1 13 8106cc6d-7e9a-474b-a9dc-13207a4f7151.xls
FY 2010 - DOE Accounting Operations Checklist
Updated 7/8/2010
Any updates, suggestions or questions can be sent to deanna.ammons@hq.doe.gov
FIELD/ PMAs/ POINT OF
CF10 FERC Date EFASC/O PMAs Field REQUIREMENTS DOCUMENTATION/ CONTACT
TASK OR REQUIRED ACTION All Other
DUE DUE Completed RFSC FERC CFOs COMMENTS
DATE DATE
2108 certifications due 10/13/10 10/13/10 EFASC PMAs Field CFOs See Field Office FMS 2108 Review –Certification Barbara Harbell
FERC Standard Operating Procedures Jim Cotterell
http://www.mbe.doe.gov/cf12/reports/ObReconand21
08CertSOPRevised2.doc
Email certifications to Barbara Harbell.
PMAs do not have to complete the 2108 checklist.
IC CIDs cumulative obligations reconciliation to the most current 10/13/10 Field CFOs Obligation Reconciliation and 2108 Certification Barbara Harbell
contract modification and the Contract Data Report Standard Operating Procedures require a cumulative Jim Cotterell
obligations reconciliation to the most recent contract
modification at least annually for each IC -
certification due as part of quarterly 2108 certification
RSSI R&D costs for FY 2006 to FY 2010 10/13/10 Lynn Harshman
FACTS II submitted to Treasury 10/14/10 OFCR Bethany Williams
Financial statements for first draft, final update of data. 10/14/10 OFCR
MD&A 10/14/10 OFCR Final input due Karen Elwell
Subsequent events response due 10/14/10 10/14/10 EFASC PMAs Program First update to initial responses should be in the form Jeff Carr
FERC Offices of a signed memorandum. Memos should be scanned
and emailed to Jeffrey.Carr@hq.doe.gov.
2108 Report - Review and consolidate 2108 certifications 10/14/10 OFCR Obligation Reconciliation and 2108 Certification Barbara Harbell
Standard Operating Procedures, Jim Cotterell
Allocation and suballocation entries for HQs posted, normally 10/15/10 OFCR Dates vary throughout the month as request from HQ Bill Robinson
10th workday program offices are received. Suballocations are Carole Hart
posted based on guidance from HQs program.
NWF Defense Share Cost Memo, TSLCC, hoteling costs, and any 10/15/10 OFCR Scott Anderson
other HLW liability changes due from OCRWM
GWA Account Statement reconciled to GL 1010 balances by 10th 10/15/10 EFASC Final cash reconciliation - record only cash Brian Boos
workday adjustments that are needed. Mercedes Vasquez
Financial statements and footnotes provided to KPMG 10/15/10 OFCR 1st draft Jeff Carr
Financial statement analysis and footnote disclosures due 10/15/10 10/15/10 PMAs Field CFOs OFCR Submit to Jeff Carr at jeffrey.carr@hq.doe.gov or Jeff Carr
FERC iPortal Financial Statement Homepage. Information
from SPRO (Inventory and Oil Due from Others) and
the PMAs (Regulatory Assets, Other Non-
Intragovernmental Assets, Debt, and Deferred
Revenues and Other Credits) will be needed earlier.
CF-12 will coordinate directly with these offices.
IFCS Reconciliations - OPM/DOL/Debt/Investments 10/15/10 10/15/10 EFASC BPA OFCR http://fms.treas.gov/factsi/draft-vol1/draft-Chapter1- Scott Chayette
TFM-2-4700.doc; Contact Scott Chayette with Teresa Baldwin
questions (301) 903-9705
General Counsel Review 10/15/10 GC Review of Secretary's message, Mgmt. Assurances, Lynn Harshman
and Congressional Letters
AFR 10/15/10 OFCR 2nd Draft to Programs and OMB Lynn Harshman
FACTS II submitted to Treasury 10/15/10 OFCR Due by 2:00 PM EST Bethany Williams
NWF Financial statements and footnotes provided to KPMG 10/18/10 OFCR 1st draft - Yearend data Scott Anderson
F-File Submission 10/18/10 http://fms.treas.gov/factsi/draft-vol1/draft-Chapter1- Marion Hoch
OFCR TFM-2-4700.doc
Sheet1 14 8106cc6d-7e9a-474b-a9dc-13207a4f7151.xls
FY 2010 - DOE Accounting Operations Checklist
Updated 7/8/2010
Any updates, suggestions or questions can be sent to deanna.ammons@hq.doe.gov
FIELD/ PMAs/ POINT OF
CF10 FERC Date EFASC/O PMAs Field REQUIREMENTS DOCUMENTATION/ CONTACT
TASK OR REQUIRED ACTION All Other
DUE DUE Completed RFSC FERC CFOs COMMENTS
DATE DATE
PP&E and inventory roll-forward reconciliations completed 10/19/10 Field CFOs OFCR http://www.mbe.doe.gov/cf12/reports/PPERollForwar Greg Dulovich
dRptReviews.doc;
http://www.mbe.doe.gov/cf12/reports/InvenRollForw
ardRptReviews.doc
Enter ARRA Accrual Adjustments in STARS 10/21/10 OFCR Managerial cost allocations will need run again. Geoff Smith
IRAS reports generated 10/22/10 10/22/10 EFASC PMAs OFCR Scott Chayette
FERC
Management representation letter 10/22/10 OFCR Receive HQ management rep letters Tammy Garnand/Mindy
Bledsoe
AFR 10/22/10 OFCR Receive HQ and OMB preliminary comments Lynn Harshman
NWF Financial statements and footnotes provided to KPMG 10/22/10 OFCR 2nd draft - Yearend Data Scott Anderson
Deferred maintenance data 10/22/10 OFCR All data should be consolidated Greg Dulovich
Managerial cost allocations reviewed 10/22/10 OFCR This review includes the new ARRA allocations Deanna Ammons
Legal representation letters due 10/25/10 11/13/10 PMAs OGC Submit final letter to Jeff Carr at Jeff Carr
FERC jeffrey.carr@hq.doe.gov. Updates are to the original
legal letter to support the Closing package
Audit adjusting entries posted 10/26/10 EFASC PMAs Field CFOs OFCR Offices must work closely with KPMG auditors to Deanna Ammons
FERC resolve all findings in order to post adjusting entries
in time to meet the final date of 10/26. Audit
adjusting entries should be coordinated with CF-10
and only posted to SEPADJ1-10 by Deanna
Ammons, Lori King, Scott Anderson, or Bethany
Williams. No entries should be made without
approval from CF-10.
Deferred maintenance data 10/27/10 OFCR Provided to KPMG Greg Dulovich
Financial statements and footnotes provided to KPMG 10/27/10 OFCR Final draft Jeff Carr
Management representation letter 10/28/10 OFCR Rep Letter Package to GC/Dep Sec/Sec Tammy Garnand/Mindy
Bledsoe
AFR 10/28/10 OFCR 3rd Draft AFR Report to Secretary Lynn Harshman
Budget feeder system reconciled to STARS each month 10/28/10 Field CFOs Reconciliation is completed for YTD cumulative
obligation amounts. Process corrections as required
to resolve reconciling differences.
Opening STARS Accounts Payable, Purchasing, and GL Modules 10/28/10 EFASC Kathy Schanck
by COB Next to Last Workday.
NWF Financial statements and footnotes provided to KPMG 10/29/10 OFCR Final - Yearend Statements Scott Anderson
Fund Balance with Treasury reconciliation completed by the 20th 10/29/10 EFASC Brian Boos
workday of the following month Mercedes Vasquez
Update automated accrual exclusion list (remove items that were 10/29/10 EFASC Lynne Baronoff
included on the list solely for year end).
Cost Reports submitted to EFASC General Accounting Team at 10/29/10 EFASC Field CFOs STARS Month-End Due Dates Kathy Schanck
Costing@hq.doe.gov by noon local time last workday
Non-monetary loss memo analysis due from GC 10/29/10 GC Must be coordinated with GC. Jeff Carr
Deferred maintenance data 10/29/10 OFCR Provided to Lynn Harshman Greg Dulovich
Report on International Transactions due via ITRANS 10/30/10 EFASC Field CFOs Questions should be directed to Steve Rosenberry on Steve Rosenberry
(301) 903-4137. Fax: (301) 903-5202
Report on Receivables and supporting footnote narrative due via 10/30/10 10/30/09 EFASC PMAs Field CFOs Questions should be directed to Steve Rosenberry on Steve Rosenberry
RECONS FERC (301) 903-4137.
BPA does not submit via RECONS.
Sheet1 15 8106cc6d-7e9a-474b-a9dc-13207a4f7151.xls
FY 2010 - DOE Accounting Operations Checklist
Updated 7/8/2010
Any updates, suggestions or questions can be sent to deanna.ammons@hq.doe.gov
FIELD/ PMAs/ POINT OF
CF10 FERC Date EFASC/O PMAs Field REQUIREMENTS DOCUMENTATION/ CONTACT
TASK OR REQUIRED ACTION All Other
DUE DUE Completed RFSC FERC CFOs COMMENTS
DATE DATE
VIAS notification regarding waiver of requirement to adjust 10/30/10 OFCR Due to the year-end closing process, budgetary Geoff Smith
October automated accruals balances as of the end of October are not accurate.
To preclude VIAS users from adjusting on inaccurate
figures, it was recommended that they do not make
October adjustments.
Year end closing - STARS unavailable 10/31/10 EFASC Tentative Date Kathy Schanck
Summary of Cash Activity due by noon local time 1st workday 11/1/10 Integrated STARS Month-End Due Dates Kathy Schanck
Contractors
Monthly transaction processing completed by COB Local Time 11/2/10 EFASC Field CFOs STARS Month-End Due Dates Kathy Schanck
2nd Workday
IC Files processed in “Real” Mode by COB Eastern Time 2nd 11/2/10 EFASC STARS Month-End Due Dates Kathy Schanck
Workday.
IC Files submitted in “Validate Only” Mode by Noon, 2nd 11/2/10 Integrated STARS Month-End Due Dates Kathy Schanck
workday. Contractors
PO Module Confirmations that PRs and POs are in Approved 11/2/10 EFASC Field CFOs STARS Month-End Due Dates Kathy Schanck
status by – Confirm with Kathy Schanck/Rachel Pectol by COB
Local Time 2nd Workday .
Non-integrated contractor files posted by noon local time 2nd 11/2/10 Richland STARS Month-End Due Dates Kathy Schanck
workday
Summary of Cash Activity reconciled to Cashlink, wires, ACH 11/2/10 EFASC STARS Month-End Due Dates Kathy Schanck
and IPAC activity by 10:00 a.m. Eastern Time, 2nd workday
TROR Certification 11/3/10 EFASC Field CFOs Questions should be directed to Steve Rosenberry on Steve Rosenberry
(301) 903-4137. Fax: (301) 903-5202
Non-IPAC payments reconciliation completed by noon Eastern 11/3/10 ORFSC STARS Month-End Due Dates Kathy Schanck
Time 3rd workday
Opening STARS Accounts Receivable Module by Third 11/3/10 EFASC Kathy Schanck
Workday.
Deposits reconciled by Noon Eastern Time 3rd Workday 11/3/10 EFASC STARS Month-End Due Dates Kathy Schanck
224 submitted by COB Eastern Time 3rd workday 11/3/10 EFASC PMAs TFM Mark Miller
FERC
Close the AP, PO, AR, FA, and GL Modules by COB Eastern 11/3/10 EFASC STARS Month-End Due Dates Kathy Schanck
Time 3rd Workday.
IC invoices processed and reconciled by 10:00 a.m. Eastern Time 11/3/10 EFASC STARS Month-End Due Dates Kathy Schanck
3rd workday
IPACs reconciled by Noon Eastern Time 3rd Workday 11/3/10 EFASC STARS Month-End Due Dates Kathy Schanck
Financial Statements submitted to OMB 11/4/10 OFCR Deanna Ammons
AFR 11/4/10 OMB comments cleared and AFR ready for issuing Lynn Harshman
OFCR
AFR 11/4/10 OFCR 4th and final draft to KPMG Lynn Harshman
Cost Accruals-Automated (Imported, posted and reversed) by 11/4/10 EFASC STARS Month-End Due Dates Kathy Schanck
Morning of 4th workday
Report on Estimated Foreign Currency Collections and 11/6/10 EFASC Field CFOs Questions should be directed to Steve Rosenberry on Brian Boos
Expenditures due to EFASC (301) 903-4137. Fax: (301) 903-5202 Mercedes Vasquez
Report on Unfunded Foreign Currency Reservation Accounts due 11/6/10 EFASC Field CFOs Questions should be directed to Steve Rosenberry on Steve Rosenberry
to EFASC (301) 903-4137. Fax: (301) 903-5202
Year end closing - STARS unavailable 11/9/10 EFASC Kathy Schanck
AFR 11/9/10 KPMG Receive draft report Lynn Harshman
Sheet1 16 8106cc6d-7e9a-474b-a9dc-13207a4f7151.xls
FY 2010 - DOE Accounting Operations Checklist
Updated 7/8/2010
Any updates, suggestions or questions can be sent to deanna.ammons@hq.doe.gov
FIELD/ PMAs/ POINT OF
CF10 FERC Date EFASC/O PMAs Field REQUIREMENTS DOCUMENTATION/ CONTACT
TASK OR REQUIRED ACTION All Other
DUE DUE Completed RFSC FERC CFOs COMMENTS
DATE DATE
Subsequent events response due 11/12/10 11/12/10 EFASC PMAs OFCR 2nd update to initial responses should be in the form Jeff Carr
FERC of a signed memorandum. Memos should be scanned
and emailed to jeffrey.carr@hq.doe.gov. (Note: Date
contingent on KPMG end of field work)
Management representation letter 11/12/10 Signed by Secretary and issued to KPMG Tammy Garnand/Mindy
OFCR Bledsoe
AFR 11/12/10 OFCR Final AFR issued Lynn Harshman
Management representation letter 11/12/10 DOE letter issued to KPMG Tammy Garnand/Mindy
OFCR Bledsoe
GFRS data certified 11/12/10 OFCR CFO Certification - Treasury due date the 15th Marion Hoch
GFRS management representation letter to KPMG 11/12/10 OFCR Jeff Carr
GFRS data certified 11/12/10 IG IG Certification - Treasury due date the 16th
SBR - SF-133 material difference reconciliation submitted to 11/12/10 OFCR OMB due date Barbara Harbell
OMB
Allocation and suballocation entries for HQs posted, normally 11/15/10 OFCR Dates vary throughout the month as request from HQ Bill Robinson
10th workday program offices are received. Suballocations are Carole Hart
Late :-(
posted based on guidance from HQs program.
GWA Account Statement reconciled to GL 1010 balances by 10th 11/15/10 EFASC Brian Boos
workday Mercedes Vasquez
Treasury Report on Receivables due 11/15/10 EFASC Due NLT 45 days following the end of 4th quarter. Steve Rosenberry
Legal representation letters due 11/16/10 IG Final legal representation and management schedule Dave Lamantia
to be submitted to GAO, DOJ and FMS 11/??/2010
http://fms.treas.gov/factsi/draft-vol1/draft-Chapter1-
TFM-2-4700.doc
Recovery Act Audit data submitted through MAX 11/16/10
STARS unavailable (beginning noon 11/19 through 11/21) 11/20/10 EFASC Kathy Schanck
Close STARS for FY2010 over weekend (11/20 to 11/22) 11/23/10 EFASC Kathy Schanck
Material Differences Status of Disposition certified 11/25/10 OFCR http://fms.treas.gov/factsi/draft-vol1/draft-Chapter1- Scott Chayette
TFM-2-4700.doc
Budget feeder system reconciled to STARS each month 11/27/10 Field CFOs Reconciliation is completed for YTD cumulative
Late :-( obligation amounts. Process corrections as required
to resolve reconciling differences.
Opening STARS Accounts Payable, Purchasing, and GL Modules 11/29/10 EFASC Kathy Schanck
by COB Next to Last Workday.
Allottee review of iPortal abnormal balance reports 11/30/10 Field CFOs Abnormal Balance Reviews research and correct Lauren Rippeon
appropriate abnormal balances.
Cost Reports submitted to EFASC General Accounting Team at 11/30/10 EFASC Field CFOs STARS Month-End Due Dates Kathy Schanck
Costing@hq.doe.gov by noon local time last workday
Legal representation letters due 11/30/10 IG IGs of verifying agencies also must provide FMS Dave Lamantia
information about subsequent events that occurred
after the effective date of their final legal letter
through December 1, 2009, that resulted in a change
of likelihood or amount of loss. Send this information
via e-mail to FMS no later than December 2, 2009.
Fund Balance with Treasury reconciliation completed by the 20th 11/30/10 EFASC Brian Boos
workday of the following month Mercedes Vasquez
Summary of Cash Activity due by noon local time 1st workday 12/1/10 Integrated STARS Month-End Due Dates Kathy Schanck
Contractors
Sheet1 17 8106cc6d-7e9a-474b-a9dc-13207a4f7151.xls
FY 2010 - DOE Accounting Operations Checklist
Updated 7/8/2010
Any updates, suggestions or questions can be sent to deanna.ammons@hq.doe.gov
FIELD/ PMAs/ POINT OF
CF10 FERC Date EFASC/O PMAs Field REQUIREMENTS DOCUMENTATION/ CONTACT
TASK OR REQUIRED ACTION All Other
DUE DUE Completed RFSC FERC CFOs COMMENTS
DATE DATE
FACTS I submission due 12/1/10 OFCR A negative confirmation is required, if applicable. Do not include legal contingencies or items submitted
Marion Hoch
Federal Aid to State & Local Governments due to EFASC 12/1/10 EFASC Field CFOs Census Bureau Mercedes Vasquez
Questions should be directed to Mercedes Vasquez
301-903-3755. Fax: (301) 903-5202. Note:
Tentative Date
Monthly transaction processing completed by COB Local Time 12/2/10 EFASC Field CFOs STARS Month-End Due Dates Kathy Schanck
2nd Workday
IC Files processed in “Real” Mode by COB Eastern Time 2nd 12/2/10 EFASC STARS Month-End Due Dates Kathy Schanck
Workday.
IC Files submitted in “Validate Only” Mode by Noon, 2nd 12/2/10 Integrated STARS Month-End Due Dates Kathy Schanck
workday. Contractors
PO Module Confirmations that PRs and POs are in Approved 12/2/10 EFASC Field CFOs STARS Month-End Due Dates Kathy Schanck
status by – Confirm with Kathy Schanck/Rachel Pectol by COB
Local Time 2nd Workday .
Non-integrated contractor files posted by noon local time 2nd 12/2/10 Richland STARS Month-End Due Dates Kathy Schanck
workday
Summary of Cash Activity reconciled to Cashlink, wires, ACH 12/2/10 EFASC STARS Month-End Due Dates Kathy Schanck
and IPAC activity by 10:00 a.m. Eastern Time, 2nd workday
Budget feeder system reconciled to STARS each month 12/3/10 Field CFOs Reconciliation is completed for YTD cumulative
obligation amounts. Process corrections as required
to resolve reconciling differences.
Opening STARS Accounts Receivable Module by Third 12/3/10 EFASC Kathy Schanck
Workday.
Deposits reconciled by Noon Eastern Time 3rd Workday 12/3/10 EFASC STARS Month-End Due Dates Kathy Schanck
224 submitted by COB Eastern Time 3rd workday 12/3/10 EFASC PMAs TFM Mark Miller
FERC
IPACs reconciled by Noon Eastern Time 3rd Workday 12/3/10 EFASC STARS Month-End Due Dates Kathy Schanck
Close the AP, PO, AR, FA, and GL Modules by COB Eastern 12/3/10 EFASC STARS Month-End Due Dates Kathy Schanck
Time 3rd Workday.
Non-IPAC payments reconciliation completed by noon Eastern 12/3/10 ORFSC STARS Month-End Due Dates Kathy Schanck
Time 3rd workday
IC invoices processed and reconciled by 10:00 a.m. Eastern Time 12/3/10 EFASC STARS Month-End Due Dates Kathy Schanck
3rd workday
Cost Accruals-Automated (Imported, posted and reversed) by 12/6/10 EFASC STARS Month-End Due Dates Kathy Schanck
Morning of 4th workday
Subsequent events response due 12/7/10 12/7/10 EFASC PMAs Program 4th and final update to initial responses should be in Jeff Carr
FERC Offices the form of a signed memorandum. Memos should be
scanned and emailed to jeffrey.carr@hq.doe.gov.
VIAS cost accrual adjustment 12/8/10 EFASC/OR Field CFOs VIAS adjustment period open Fourth and fifth Kathy Schanck
FSC workdays - Coordinate with VIAS approving officials
that they have reviewed the month end VIAS
automated accrual amounts for reasonableness and
made appropriate adjustments as needed.
12/8/10 Letter to be issued on this date. Email changes to Tammy Garnand/Mindy
OFCR Letter and financial statements after date of audit and Bledsoe
Management representation letter up through December 7.
Sheet1 18 8106cc6d-7e9a-474b-a9dc-13207a4f7151.xls
FY 2010 - DOE Accounting Operations Checklist
Updated 7/8/2010
Any updates, suggestions or questions can be sent to deanna.ammons@hq.doe.gov
FIELD/ PMAs/ POINT OF
CF10 FERC Date EFASC/O PMAs Field REQUIREMENTS DOCUMENTATION/ CONTACT
TASK OR REQUIRED ACTION All Other
DUE DUE Completed RFSC FERC CFOs COMMENTS
DATE DATE
GWA Account Statement reconciled to GL 1010 balances by 10th 12/14/10 EFASC Brian Boos
workday Mercedes Vasquez
Allocation and suballocation entries for HQs posted, normally 12/14/10 OFCR Dates vary throughout the month as request from HQ Bill Robinson
10th workday program offices are received. Suballocations are Carole Hart
posted based on guidance from HQs program.
RW and other recasts completed 12/23/10 Field CFOs The DEC-11 Recast window is December 9-23, 2010 Barbara Harbell
and all recasting must take place during this window. Bethany Williams
Fund Balance with Treasury reconciliation completed by the 20th 12/29/10 EFASC Brian Boos
workday of the following month Mercedes Vasquez
Budget feeder system reconciled to STARS each month 12/29/10 Field CFOs Reconciliation is completed for YTD cumulative
obligation amounts. Process corrections as required
to resolve reconciling differences.
Opening STARS Accounts Payable, Purchasing, and GL Modules 12/30/10 EFASC Kathy Schanck
by COB Next to Last Workday.
Allottee review of iPortal abnormal balance reports 12/31/10 Field CFOs Abnormal Balance Reviews research and correct Lauren Rippeon
appropriate abnormal balances.
Cost Reports submitted to EFASC General Accounting Team at 12/31/10 EFASC Field CFOs STARS Month-End Due Dates Kathy Schanck
Costing@hq.doe.gov by noon local time last workday
Technology Transfer Third-Party Receipts Report 1/4/11 Field CFOs Questions should be directed to Mercedes Vasquez Mercedes Vasquez
301-903-3755. Fax: (301) 903-5202
Legal representation letters due 1/26/11 OFCR Final for Federal Report Jeff Carr
Sheet1 19 8106cc6d-7e9a-474b-a9dc-13207a4f7151.xls
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