Management System Description Financial Services

Latest MS Specific Document Revision Date 9/28/2021
Latest MS Total Biennial Review Completed 9/28/2021
SCMS Revision 1.0

1.0 Purpose

The Financial Services Management System provides services in the areas of financial management, accounting operations, audit liaison, financial advice, and financial evaluation. The Financial Services Management System delivers timely, reliable, and quality services and financial data to enable the successful mission execution of the Office of Science (SC), other DOE laboratory customers, and participants in the Strategic Partnership Projects (SPP) program.

2.0 Responsibilities

The Financial Services Management System maintains financial integrity through implementation of DOE Order 520.1B with the following roles and responsibilities. For a detailed description of SCMS roles and responsibilities, please see the SCMS R2A2.

3.0 Management System Operation

3.1 Overview

The Financial Services Management System consists of the execution of all accounting and financial reporting functions, providing subject matter expertise and financial policy guidance to all SC organizations. This includes the implementation of DOE accounting policies and directives and maintaining the integrity of financial data.

Key functions/services and processes specifically address the Office of Financial Services (OFS) support to and interactions with SC Headquarters and Site Offices. Other policies and procedures specific to OFS or the Consolidated Service Center (CSC) may be maintained as OFS desk procedures.

3.2 Key Functions/Services and Processes

3.2.1 Data Integrity

This process includes activities necessary for ensuring integrity of DOE accounting data and financial reporting. Key accounting functions include proper recording and reporting of financial transactions and supporting the DOE financial statement audit. Services include providing expert financial assistance, advice, and guidance to SC site offices and laboratories, to include administrative support of payroll and travel systems.

3.2.2 Funds Management

This process includes certain aspects of funds distribution, and funds control monitoring. Major components of this process include the management of program direction funds, and the successful utilization of funds distribution systems. Services include analysis, support, and guidance of administrative issues pertaining to SC Site Offices and Management and Operating (M&O) contractors.

3.2.3 Financial Evaluation and Review

This process involves assessing the adequacy and effectiveness of various Federal and/or contractor financial management activities. Services include subject matter expertise on Cost Accounting Standards, Internal Audit oversight, liaison with external audit organizations, and conducting independent reviews of operations, systems, processes, and practices as needed.

4.0 Requirements

NOTE: Requirements noted as "Pending Acceptance" are considered applicable to this Management System

4.1 Primary Responsibility

This Management System has primary responsibility for and owns the following requirements:

4.2 Parsed Responsibility

This Management System is responsible for a part of the following high-level requirements:

5.0 Subject Areas, Program Descriptions, and Guidance Documents

The following Subject Areas are maintained by this Management System:

• Data Integrity
  • Procedure 1. Environmental Liability Reporting
  • Procedure 2. Complying with Federal Managers' Financial Integrity Act (FMFIA) and U.S. Office of Management and Budget (OMB) Circular A-123 for Financial and Non-Financial Controls
  • Procedure 3. Improper Payment Reporting
  • Procedure 4. Managing Letter of Credit Processes
  • Procedure 5. Payroll Processing
  • Procedure 6. Preparing Management Representation Letter
  • Procedure 7. Travel Processing
  • Procedure 8. Data Integrity and Financial Division (DIFD) - Key Site Office/Management and Operating Contractor (M&O) Deliverables
  • Procedure 9. Laboratory Directed Research and Development (LDRD) Certification Process
• Funds Management
  • Procedure 1. Distributing Funds for M&O Contracts
  • Procedure 2. Managing Program Direction Funds
  • Procedure 3. Processing a Payment In Lieu of Taxes (PILT) Request
  • Procedure 4. Reimbursable Work (RW)/Strategic Partnership Projects (SPP) Ceiling Requests
• Financial Evaluation
  • Procedure 1. Review of Management and Operating Contractor Internal Audit - Annual Audit Plans
  • Procedure 2. Review of Management and Operating Contractor Internal Audit -Audit Reports
  • Procedure 3. Review of Management and Operating Contractor Internal Audit - Implementation Design
  • Procedure 4. Audit Coordination, Resolution, and Follow-up

6.0 References

• DOE Financial Management Handbook

7.0 Delegations

NOTE: The Basis/Source column below reflects requirements active at the time of the delegation. These requirements may have been superseded or canceled and may not be currently active. For the official active requirement list, please reference the SCMS Management System Descriptions.