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Alaska Department of Administration Division of Administrative Services

Banner Image, Division of Risk Management

Fiscal

Mission

To provide cost-effective business management support services to all divisions within the Department of Administration and to ensure that the processing of financial transactions takes place in compliance with statutory/regulatory fiscal requirements as well as generally accepted accounting principles.

Accounting

Accounting Policies and Audit Information

For financial policies and issues affecting the Department of Administration or having statewide impact, contact Finance Officer at 907-465-5666. 

This position has overall responsibility for the following:

  • Accounting standards and activities
  • Compliance with state and federal requirements for:
    • accounting
    • grants
  • Department response to audits
  • Fiscal policies and procedures department wide

IRIS Transaction Approvals

Before a document is approved, all information must comply with state statutes, the administrative code, and state, department, and division policies regarding how state funds are spent or obligated.

For those documents needing a change or additional backup, the certifier will either call the employee or attach a note to the document stating why the document cannot be certified and return it to the person who inputted the document. All transactions must have sufficient documentation to support the transaction as they may be audited.

Any questions for the Division of Administrative Services certifiers you can email DOA DAS Certifiers at DOA.DAS.Certifiers@alaska.gov.

General Fiscal Inquiries

Contact the Finance Officer at 465-5666, for assistance regarding the following:

  • IRIS Affidavit and IRIS Security Workflow (pdf) form must be routed through the Division of Administrative Services for department signature.
  • Extracting and finding information in IRIS.
  • Fiscal policies and procedures for the Division of Administrative Services.

Accounting Structures

The Budget Analyst can be reached at 465-5759. The Budget Section is responsible for the department's appropriation structures. For other structural changes, such as collection or program codes contact the fiscal section.

Payables

Electronic Payables Payment

Questions related to electronic payments should be addressed to Kelly Chapman 465-5653.

Receipts or other banking issues should also be addressed to Kelly Chapman 465-5653.

P Card

The P Card is a State of Alaska issued VISA that is used for purchasing goods, services, and travel.

Statewide policies, procedures, and other information are available at the Division of Finance web page under P Card Program.

Contact: Enaleen Carrillo, 465-6962

Daily Routed Warrants

For questions or information concerning daily routed warrants, contact Enaleen Carrillo, 465-6962, or email at Kelly Chapman 465-5653

Payments to State Agencies

Contact the Reimbursable Services Agreements (RSA), email at 02RSADesk@alaska.gov for questions regarding when an agreement is required, whether a RSA form is required, and who should prepare the agreement. The RSA team can also help with determining whose signatures and approvals are needed and what the Office of Management and Budget (OMB) requirements are. They also are directly involved in setting up the related IRIS RS/Structures, billings, collections, and payments.

RSA Form (pdf)

Billings from another department or the Department of Administration (DOA) that provided a service to your division. DOA billings include:

  • Department of Transportation: State Equipment Fleet
  • Division of Administrative Services budget, fiscal, human resources, and procurement services
  • Division of Finance: IRIS, Fiscal HRM, and other statewide accounting services
  • Division of Finance: Federal audit compliance
  • Shared Services of Alaska: Mail services and office leases
  • Division of Personnel: EEO and other personnel services
  • Division of Risk Management: Workers' Compensation, general liability, and other insurance
  • Office of Information Technology (OIT): Telecommunications, computer, and network services. For specific and additional OIT services see https://oit.alaska.gov/
  • DOA Commissioner's Office support services
  • DOA-IT computer and LAN support services

Vendor Payments

Contact the Division of Finance 907-465-5555 or email doa.dof.vendor.helpdesk@alaska.gov for invoice information.

Statewide policies, procedures, and other information are available at the Division of Finance web page under the applicable sections of the Alaska Administrative Manual and Charge Card.

Revenue

Federal Grants / Non-Governmental Agencies

Federal Grant payments and financial reports are maintained by Kelly Chapman and all new and amended grant agreements should be forwarded to:

Kelly Chapman
Department of Administration
Division of Administrative Services
P.O. Box 110208
Juneau, Alaska 99811-0208

Contact Kelly Chapman at 465-5653 or email at Kelly.Chapman@alaska.gov regarding all other revenues for the Department of Administration and regarding all other revenue for non-governmental agencies.

Accounts Receivable

  • Accounting for revenue
  • Accounts receivable
  • Bank deposit forms
  • Cash controls
  • Checks forwarded to the Division of Administrative Services for deposit
  • Credit card and other retained fees, Authorized Budget request and AJE process
  • Deposit corrections
  • How to find recorded revenue in IRIS
  • NSF check processing
  • Problems with Division of Treasury
  • Revenue via credit card
  • Vendor refunds (expenditure abatement or prior year recovery)

Travel

 

Mailing Address:
Division of Administrative Services
P.O. Box 110208
Juneau, AK 99811
Physical Address Address:
10th Fl. State Office Building
Juneau, AK 99811
Fax: (907) 465-2194 | Phone: (907) 465-2277

Nonchalant Sea Lions Photo © Department of Administration, Original by Staci Augustus