State of Alaska

Department of Administration

Division of Finance

Alaska Department of Administration, Division of Finance
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Division of Finance

Updates

State of Alaska Substitute W-9 Form

The Department of Administration, Division of Finance has published a new version of the Substitute W-9 Form used to request taxpayer indentification information from vendors doing business with the State of Alaska. This PDF form contains fillable form fields so that it may be completed online and then printed and signed prior to its submission to the Division of Finance.

Alaska Administrative Manual Updates, Transmittal 83

Transmittal #83 to the Alaska Administrative Manual was issued September 30, 2014 and is effective October 1, 2014.

Revised Accounting Section

AAM 38 — Payment Methods
  • Warrants Maintained by Outside Agencies (38.140)
  • Checks (38.190)

Revised Payroll Section

AAM 280 — Leave Accounting
AAM 360 — Deductions, Contributions, and Employer Costs
  • Employee Labor Union Dues and Fees (360.300)

Alaska Administrative Manual Updates, Transmittal 82

Transmittal #82 to the Alaska Administrative Manual was issued June 30, 2014 and is effective July 1, 2014.

Revised Accounting Section

AAM 60 — Travel
  • Interruption or Deviation of Travel for Traveler Convenience (60.080)
  • Refunds (60.090)

Salary Schedules Effective July 1, 2014

Updated salary schedules effective July 1, 2014 have been posted to the Salary Schedules webpage. Schedules have been updated for all bargaining units with the exception of the following bargaining units:

  • Alaska Aerospace Corporation (XA)
  • Inland Boatman's Union (MM)
  • Masters, Mates, and Pilots (CC)
  • National Marine Engineers' Beneficial Association (BB)

Alaska Administrative Manual Updates, Transmittal 81

Transmittal #81 to the Alaska Administrative Manual was issued March 31, 2014 and is effective April 1, 2014.

Revised Accounting Section

AAM 05 — Internal Controls
  • Adding a new section to the Administrative Manual.
AAM 60 — Travel

Revised Procurement Section

AAM 81 — Chapter I - VII
AAM 82 — Chapter VIII
  • Updated language throughout sections.

Compensation & Travel Report of Executive Positions (CY 2013)

The State of Alaska Compensation & Travel Report of Executive Positions for Calendar Year 2013 is now available online. You can view the current and previous year's reports online.

State of Alaska Statewide Cost Allocation Plan (FY 2014)

The State of Alaska Statewide Cost Allocation Plan for Fiscal Year 2014 is now available online. You can view the current and previous year's reports online.

Comprehensive Annual Financial Report (FY 2013)

The State of Alaska Comprehensive Annual Financial Report for Fiscal Year 2013 is now available online. You can view the current and previous year's reports online.

Payroll Procedures Manual

Section 13 Special Processes

Revised Make Whole and Settlement Pay Awards

AKSAS Calendars (Calendar Year 2014)

The AKSAS Calendars, Memo, and Year End Schedule for Calendar Year 2014 have been posted. Please refer to the Accounting > AKSAS Calendars page for these files.

Payroll Procedures Manual

Section 15 AKPAY Reports

Revised Health Insurance Error Report

Change in IRIS Financial and Procurement System Go-Live Date

A one-year change to the implementation date for the IRIS financial and procurement module was announced on Tuesday, October 15, 2013. Project management determined that a properly tested system with sufficiently trained users was a significant risk that could not be overcome by the July 1, 2014 timeline. At this point, the project team is two to three months behind schedule due to earlier project delays which has limited the core team’s ability to guide and prepare departments. The complexities of implementing a statewide accounting system any time other than the end of a fiscal year makes a one-year extension for the financial and procurement module the preferred action. The overall project timeline is unchanged with the HR/payroll module development commencing on time.

Work will continue with emphasis on completing development and unit testing based on the current project schedule. The additional time will be used to execute more thorough testing and improve training with a fully functional system to allow department’s ample opportunity to adjust their decentralized chart of accounts, security, and workflow to meet their specific needs.

Payroll Procedures Manual

Section 12 Leave Accounting

Revised Floating Holiday

Alaska Administrative Manual Updates, Transmittal 80

Transmittal #80 to the Alaska Administrative Manual was issued September 30, 2013 and is effective October 1, 2013.

Revised Accounting Section

AAM 60 — Travel

Revised Personnel Section

AKSAS Handy Guide

The Expenditures section of the AKSAS Handy Guide was updated effective 7/15/2013.

Update:

  • Under AutoPay Transactions, on the fourth row, changed the 310-55 Fiscal Period Code from C to A, and the Set-Up Year for CC from Current to Prior. This corrects previously published incorrect information.

The Financial Transactions section of the AKSAS Handy Guide was updated effective 7/30/2013.

Update:

  • Corrected the 310-55 Source System ID (SSI) from AP to AQ.

You may download individual sections from the preceding links or the entire AKSAS Handy Guide.

Alaska Administrative Manual Updates, Transmittal 79

Transmittal #79 to the Alaska Administrative Manual was issued June 28, 2013 and is effective July 1, 2013.

Revised Accounting Section

AAM 60 — Travel
  • Privately Owned Aircraft (60.150)

Revised Payroll Section

AAM 280 — Leave Accounting
  • Leave Accural Rate and Elibility Rules (280.020)

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)
AAM 60 — Moving
  • Introduction to Moving (60.310)

Revised Procurement Section

AAM 81 — Procurement
  • Foreign Outsourcing (81.015)
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
  • Mileage Form (Effective 1/1/2013)
  • Moving Expense Reimbursement Payroll Report (Effective 1/1/2013)
  • Travel Authorization Form with Linked Travel Request

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 35 — Expenditures
  • Foreign Exchange Rates (35.110)
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

AAM 280 — Leave Accounting

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.

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

Other Updates Include:
  • Updated Allowance for Employee-Owned Electronic Communication Device Form
  • Updated Long-Term Travel Assignment form
  • Revised Mileage Rates for Privately Owned Airplanes and Motorcycles / Snowmobiles / Boats
    • Privately Owned Vehicle Rates

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
  • Moving Expense Reimbursement Payroll Report (Effective 1/1/2012)

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 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

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
  • Mileage Form
  • Travel Authorization Form with Linked Travel Request
  • Moving Expense Reimbursement Payroll Report

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
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.

Revised Enterprise Applications Section

AAM 90. Enterprise Applications - This section is deleted.

Revised Payroll Section

AAM 280 - Leave Accounting
AAM 320 - Fringe Benefits
  • Employer Provided Housing (320.310)
  • Cell Phones and Electronic Equipment (320.340)