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Roles and Responsibilities for Payment Related Process and Work Flows

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Book Id: WPLBN0000705823
Format Type: PDF eBook
File Size: 14.51 KB.
Reproduction Date: 2006

Title: Roles and Responsibilities for Payment Related Process and Work Flows  
Language: English
Subject: Government publications, Energy, Energy and research series
Collections: Department of Energy Collection
Publication Date:
Publisher: Government Printing Office


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Roles and Responsibilities for Payment Related Process and Work Flows. (n.d.). Roles and Responsibilities for Payment Related Process and Work Flows. Retrieved from

Excerpt: PWS Task No. Task ORFSC RES FO Comments A. Vendor Payments C.5.2.5 A.1 Establish and maintain vendor profile records in the accounting system X C.5.1.2 A.2 Record reservation and obligation entries necessary to issue payments X C. A.3 Receive invoice for processing X Vendors/employees must send ALL original invoices directly to the ORFSC C. A.4 Review invoice and supporting documentation to determine if it meets the criteria of a proper invoice X C. A.5 Reject and notify vendors of improper invoices X Notification is also sent to approving official via e-mail C. A.6 Log proper invoices into the accounting system X C. A.7 Scan invoices not submitted electronically via VIPERS X C. A.8 Provide notification to appropriate DOE officials that invoice has been received and needs to be reviewed and approved or rejected X Notification sent via e-mail C. A.9 Review invoice documentation to verify receipt/acceptance of goods and services and appropriateness/reasonableness/allowability of costs billed X Approving, Program, and Specialist Officials, as designated in the accounting system C. A.10 Provide ORFSC notification of authorization of invoice payment or rejection of invoice X Officials must use the ORFSC online vendor invoice approval system (VIAS). Accounting entries will be automatically generated via the interface program. C. A.11 Review payment authorization for completeness, accuracy, and any special payment instructions X C. A.12 For those entries not created by the automated accounting entry interface program, manually calculate and record accounting entries associated with the invoice payment (cost, payment, non-fund [added factor, P&CE], costs for retainage, discounts, interest penalties) X Cost entries will be recorded at the time the payment entry is recorded, except where (1) cost management reports are used to record costs, (2) costs are recorded via interface programs, (3) where uncosted balance is zero, (4) reimbursable work B&Rs. ORFSC will obligate additional funds (if necessary) for interest penalty payments and notify FO C. A.13 Validate cost and payment entries associated with vendor/employee payments X C. A.14 For invoices with payment with allocations to B&Rs where additional tasks will be performed by HQ EFASC (IPACS, P&CE, billings), e-mail scanned image of invoice and payment authorization to HQ EFASC point of contact X A.15 Batch, read, verify, certify payments and transmit payment file to Treasury X ORFSC residual organization C.5.2.5 A.16 Update vendor profiles based on changes submitted (i.e., EFT, remittance information) X X Depending on which office receives the information to be updated C. A.17 Provide payment notification to vendor/employee (i.e., remittance advice) X A.18 Retrieve payment information from Treasury system and record payment dates in the accounting system X ORFSC residual organization C. A.19 Receive notices of cancelled checks and returned items, re-log the invoice, and record the appropriate accounting entries to reissue payment X C. A.20 Prepare and issue requests for return of funds resulting from an erroneous payment X C. A.21 Receive Treasury Offset Program notifications and update information in the accounting system accordingly X C. A.22 Submit government/commercial bills of lading to GSA for pre- and post-payment audits X C.5.2.9 A.23 Provide customer sevice and respond to and resolve inquiries related to payment activities/functions X B. Employee Travel and PCS Payments C. B.1 Receive travel voucher files and execute Travel Manager interface to the accounting system X File to be received from the Transactions Processing Team at HQ. File must be clean with respect to Travel Manager edits. Interface to be automatically executed daily at 9:30 am EST in each database C. B.2 Research and resolve edit errors resulting from the interface X X Any edit errors not specifically related to the TM interface with the accounting system must be resolved by the Transaction Processing Team at HQ. C. B.3 Validate accounting entries generated from the Travel Manager interface to the accounting system X C. B.4 Receive and process PCS travel vouchers, including recording and validating the associated accounting entries X C. B.5 Receive and process travel advances, including recording and validating the associated accounting entries X Request must be received by the ORFSC no later than 4 days prior to start date of travel


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