Division of Finance

Updates

Accounting Procedures Manual Updates - Section 10: Vendors

Miscellaneous updates to Section 10 of the Accounting Procedures Manual are now available. Updates have been made to the following sections:

Vendor Overview
Vendor Screen Examples
Add Vendor
Change Vendor
Vendor Quick Reference

AKSAS Handy Guide

The Revenues section of the AKSAS Handy Guide was updated effective 5/15/2013.

Updates include:

Changed title of section to Unearned and Unavailable Revenue Transactions.
Under Definition, removed "deferred revenues are defined as:"
Changed the GAAFR reference
Under Procedures, Unearned Revenue, changed the first sentence from "deferring revenues" to "recording unearned revenues" and changed liability account from "22510" to "21025".
Under Procedures, Unavailable Revenue, added reference to account 22517.
Under Transaction Type, changed "Prior Year Deferral" to "Prior Year Unearned".
Changed the Description for Prior Year Unearned and Subsequent Year Reversal.

The Budget section of the AKSAS Handy Guide was updated effective 5/15/2013.

Update includes:

For transaction code 520-92, removed the required dual approval by RD 120.

2013 State Single Audit Guide

The State Single Audit Guide and Compliance Supplements for 2013 are now available on the State Single Audit > Audit Guide page.

Payroll Procedures Manual

Section 12 Leave Accounting

Revised GGU Catastrophic Leave

Revised GGU Emergency Leave Bank

Alaska Administrative Manual Updates, Transmittal 78

Transmittal #78 to the Alaska Administrative Manual was issued March 29, 2013 and is effective April 1, 2013.

Revised Accounting Section

AAM 60 — Travel

Introduction to Travel (60.010)
Travel Definitions (60.020)
E-Travel (60.030)
Meals & Incidental Expense Allowances (60.250)

Revised Procurement Section

AAM 82 — Procurement

Appendix 1 - Items Not Covered by Procurement Code

Compensation & Travel Report of Executive Positions (CY 2012)

The State of Alaska Compensation & Travel Report of Executive Positions for Calendar Year 2012 is now available online. You can view the current and previous year's reports online.

Alaska Administrative Manual Updates, Transmittal 77

Transmittal #77 to the Alaska Administrative Manual was issued December 31, 2012 and is effective January 1, 2013.

Revised Payroll Section

AAM 270 — Compensation

Office Closure and Compensation (270.150)
Workers' Compensation Benefits (270.220)

AAM 280 — Leave Accounting

Effects of Leave-Without-Pay on Employee Benefits (280.210)

AAM 360 — Deductions, Contributions, and Employer Costs

Working Reserve - Leave Cash-in and Terminal Leave (360.390)

Revised Mileage Rates — Updated Forms include:

Revised Mileage Rates for Privately Owned Vehicles (Automobiles, Airplanes, Motorcycles / Snowmobiles / Boats, and Moving Reimbursement Rate)
- Privately Owned Vehicle Rates [PDF]
Mileage Form (Effective 1/1/2013) [PDF]
Moving Expense Reimbursement Payroll Report (Effective 1/1/2013) [PDF]
Travel Authorization Form with Linked Travel Request [XLTM]

Comprehensive Annual Financial Report (FY 2012)

The State of Alaska Comprehensive Annual Financial Report for Fiscal Year 2012 is now available online. You can view the current and previous year's reports online.

Alaska Administrative Manual Updates, Transmittal 76

Transmittal #76 to the Alaska Administrative Manual was issued September 28, 2012 and is effective October 1, 2012.

Revised Accounting Section

AAM 38 — Payment Methods

Overview of Payment Methods (38.010)
Holder-in-Due-Course (38.185)
One Card Alaska Reconciliation, Approval, and Payment Process (38.345)

AAM 60 — Travel

Travel Purchase Policies (60.050)
Payment Methods for Transportation and Expenses (60.060)

Revised Payroll Section

Payroll Calendars (Calendar Year 2013)

The AKPAY and Payroll Calendars for Calendar Year 2013 have been posted. Please refer to the Payroll > Calendars & Schedules page for these files.

ASSET Project Update

On July 23, 2012 the contract with TimeLink International Corporation (TimeLink) to implement the state's automated time and attendance project, known as ASSET, was canceled and the project suspended. For more information, please visit the ASSET Project webpage.

IRIS Debt Management System

First IRIS Module is Live!

The IRIS Debt Management system is live as of July 17, 2012. This system increases the efficiency and accuracy for debt reporting purposes and consolidates debt information statewide. For more information, please visit the IRIS Updates webpage.

Internal Controls

A new section has been added to the Division of Finance's website for the topic of Internal Controls. These pages contain guides for internal controls, reference materials, and links to other organizations who offer information on this topic.

Alaska Administrative Manual Updates, Transmittal 75

Transmittal #75 to the Alaska Administrative Manual was issued June 29, 2012 and is effective July 1, 2012.

Revised Accounting Section

AAM 55 — Capital Assets

Valuation of Capital Assets (55.020)
Thresholds for Capitalizing Capital Assets (55.025)
Capital Assets Repairs & Improvements (55.040)

AAM 60 — Travel

Lodging Types and Rates (60.240)

Revised Personnel Section

AAM 130 — Classification and Pay

Classification and Pay Plans (130.010)
Repealed: Market Based Pay Adjustements (130.020)
Flexibly Staffed Positions (130.270)
Reallocation Action of a Filled Position (130.300)

Revised Payroll Section

AAM 320 — Fringe Benefits

Cell Phones and Electronic Equipment (320.340)

AAM 360 — Deductions, Contributions, and Employer Costs

Savings Bonds (360.360)

Other Updates Include:

Updated Allowance for Employee-Owned Electronic Communication Device Form [PDF]
Updated Long-Term Travel Assignement form [PDF]
Revised Mileage Rates for Privately Owned Airplanes and Motorcycles / Snowmobiles / Boats
- Privately Owned Vehicle Rates [PDF]

Accounting Procedures Manual Updates

Section 17: AKSAS Reports

Section 17 has been added to provide guidance for downloading and formatting AKSAS Reports from the State Mainframe. These updates are being deployed in AKSAS on Friday, May 18, 2012.

AKSAS Reporting Section

The AKSAS Reporting Section of the Accounting Procedures Manual (APM) is no longer applicable to our production environment. Documents contained in this section have now been deleted from the APM.

Salary Schedules Effective July 1, 2012

Salary schedules effective July 1, 2012 have been posted to the Division of Finance website, Payroll Section. Questions regarding specific schedules and assignment should be referred to the Division of Personnel Employee Call Center at (907) 465-3009 or EmployeeCallCenter@alaska.gov or to your Agency's Payroll Office.

AKSAS Calendars (Fiscal Year 2013)

The AKSAS Calendars for Fiscal Year 2013 have been posted. Also available is the FY 2012 Year End Schedule. Please refer to the Accounting > AKSAS Calendars page for these files.

Compensation & Travel Report of Executive Positions (CY 2011)

The State of Alaska Compensation & Travel Report of Executive Positions for Calendar Year 2011 is now available online. You can view the current and previous year's reports online.

Alaska Administrative Manual Updates, Transmittal 74

Transmittal #74 to the Alaska Administrative Manual was issued December 30, 2011 and is effective January 1, 2012.

Revised Accounting Section

AAM 60 — Travel

Travel Definitions (60.020)
Travel Approvals (60.040)
Traveler Reimbursement (60.210)
Travel Expenses - Required Receipts and Documentation (60.220)

AAM 60 — Moving

Reimbursable Travel Expenses for a Move (60.360)
Employee Move Authorization Request [PDF]

Revised Nontaxable Moving Mileage Rate — Updated Forms include:

Privately Owned Vehicle Rates [PDF]
Moving Expense Reimbursement Payroll Report (Effective 1/1/2012) [PDF]

Comprehensive Annual Financial Report (FY 2011)

The State of Alaska Comprehensive Annual Financial Report for Fiscal Year 2011 is now available online. You can view the current and previous year's reports online.

Accounting Procedures Manual Updates - Section 10: Vendors

New add, change, and vendor detail screens will be implemented on Monday, January 2, 2012. In preparation for the new screens, a revised Section 10 of the Accounting Procedures Manual is now available for review.

Revision - AKSAS Calendar (December 2011)

The AKSAS Calendar for December 2011 [PDF] has been revised to reflect that AKSAS Closing processes have been moved from December 6 – 11 to December 13 – 18. To accommodate this change, a structure cutoff has been moved from December 12 to December 5. Also, a production STP has been moved from December 16 to December 9.

Managed Travel Survey

The E-Travel Management Team is conducting a survey to evaluate customer satisfaction with the State's Travel Program. The survey will be available beginnning November 15 through Friday, December 30, 2011. Once the survey is closed, an analysis of the survey results and comments will be posted on the Travel > Contract/Audit page.

Alaska Administrative Manual Updates, Transmittal 73

Transmittal #73 to the Alaska Administrative Manual was issued October 13, 2011 and is effective October 1, 2011.

Revised Payroll Section

AAM 320 — Fringe Benefits

The Personnel Action Request Form (320.340)

Alaska Administrative Manual Updates, Transmittal 72

Transmittal #72 to the Alaska Administrative Manual was issued September 30, 2011 and is effective October 1, 2011.

Revised Accounting Section

AAM 38 — Payment Methods

International Payments (38.240)

AAM 50 — Cash

Drawdown of Federal Funds (50.120)
ACH and Wire Transfers (50.130)

AAM 60 — Travel

Lodging Types and Rates (60.240)

Revised Personnel Section

AAM 100 — General Personnel System Information

Reference Checks (100.120)

Revised Payroll Section

AAM 240 — The Personnel Action

The Personnel Action Request Form (240.010)
The Personnel Action Report (240.020)

Accounting Procedures Manual Updates - Section 16: AutoPay

Revised October 2011

Section 16 of the Accounting Procedures Manual has been updated to reflect recent enhancements to the AutoPay subsystem of AKSAS. The following portions of Section 16 were updated.

Administrative Systems Replacement Project Notice of Intent to Award

The Notice of Intent to Award for the replacement of the State's Administrative Systems was released on July 1, 2011. The State has also made the contents of the Procurement File for this contract available online.

New Website Look and Feel Standards

The Division of Finance is pleased to rollout our website using the State's updated Look and Feel Standards adopted by the the Parnell Administration. In addition to updating our website layout we have reorganized content to be more closely aligned with our services allowing for simpler navigation of our website.

If you are unable to find what you are looking for please refer to the division site map or contact the DOF webmaster for assistance.

Alaska Administrative Manual Updates

Transmittal #71 to the Alaska Administrative Manual was issued June 30, 2011 and is effective July 1, 2011.

Revised Accounting Section

AAM 50 — Cash

Remote Deposit Capture (50.140)

AAM 60 — Travel

Airport Shuttle, Courtesy Van, and Taxi Service (60.130)

Revised Mileage Rate — Updated Forms include:

Privately Owned Vehicle Rates [PDF]
Mileage Form [XLS]
Travel Authorization Form with Linked Travel Request [XLTM]
Moving Expense Reimbursement Payroll Report [XLS]

AKSAS Handy Guide

The Revenues section of the AKSAS Handy Guide was updated effective 5/31/2011.

Updates include:

Changed Definition of Deferred Revenue to include Unearned Revenue and Unavailable Revenue.
Changed Procedures to include Unavailable Revenue.

Payroll Procedures Manual

Section 7. Separation or Inactive Status

Added 10xx Screen LA Status Action Code.

Alaska Administrative Manual Updates

Transmittal #70 to the Alaska Administrative Manual was issued April 1, 2011.

Revised Accounting Section

AAM 60 — Travel

Travel Definitions (60.020)
E-Travel (60.030)
Travel Approvals (60.040)
Traveler Reimbursements (60.210)
Travel Expenses - Required Receipts & Documentation (60.220)
Lodging Types & Rates (60.240)
Meals & Incidentals Expense Allowances (60.250)

Revised Payroll Section

AAM 200 — Payroll System Information

Application & Interpretation of the Manual (200.010)
The Alaska Statewide Payroll System (200.020)
Employee Social Security Number (200.060)
Payroll Processing Structures (200.070)
Pay Plans for State Employees (200.080)
Not Used (200.090)
Merit & Pay Increments (200.110)
Geographic Differentials (200.120)
Salary Schedules (200.130)
Payroll Schedule Calendar (200.140)

AAM 260 - Time and Attendance

Overview of Time & Attendance (260.010)
Timesheet Standard Elements (260.015)
Time and Attendance Reporting Documents (260.020)
Agency Responsibility for Time & Attendance Reporting (260.050)
Segregation of Time & Attendance Duties (260.060)

AAM 270 - Compensation

Swing & Graveyard Shift Differentials (270.110)
Overtime Pay & Shift Differentials (270.120)

AAM 320 - Fringe Benefits

Cell Phones & Electronic Equipment (320.340)

Compensation and Travel Report (CY 2010)

The Compensation and Travel Report for Calendar Year 2010 is now available online. You can view the current and previous year's reports online.

Alaska Administrative Manual

Transmittal #69 to the Alaska Administrative Manual was issued January 10, 2011.

Revised Accounting Section

AAM 38 - Payment Methods

Checks (38.190)

AAM 50 - Cash

Frequency of Deposits (50.100)
ACH and Wire Transfers (50.130)
State Banking Information (50.135)
Remote Deposit Capture (50.140)
Card Acceptance (50.230)

AAM 60 - Travel

Introduction to Travel (60.010)
Travel Definitions (60.020)
E-Travel (60.030)
Travel Purchase Policies (60.050)
Payment Methods for Transportation and Expenses (60.060)
Taxes Related to Travel (60.065)
Unused Transportation and Accommodations (60.090)
Completion of the Travel Authorization (60.210)
Travel Authorization and Expense Report - a new form has been adopted, this form replaces all previous Travel Authorization forms in use.
Mileage - Effective 1/1/2011 the standard mileage rates were changed.

State of Alaska

Department of Administration