CIRCULARS-MEMOS

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DOA Circular 2021-015 – Drug-Free Workplace, RE: Journal Voucher & Obj Class 271...(dated 02-22-2021)

DOA Circular 2021-011 – Federal Financial Reports...(dated 01-26-2021)

DOA Circular 2021-010 – Submission of Invoices...(dated 01-20-2021)

DOA Circular 2021-009 – Standard Time Sheets...(dated 01-08-2021)

DOA Circular 2019-034 – Petty Cash - Standard Operating Procedure Update...(dated 09-27-2019)

DOA Circular 2019-033 – Change in Policy for Enc of Utilities...(dated 09-27-2019)

DOA Circular 2019-032 – Policy Update-Security Access Requests...(dated 09-27-2019)

DOA Circular 2019-031 – Submission of FY19 Unpaid Invoices...(dated 09-27-2019)

DOA Circular 2019-011 – CTO record keeping...(dated 09-27-2019)

DOA Circular 2019-009 – ADDENDUM to Liquidation of Encumbrance…(dated 01-15-2019)

DOA Circular 2019-002 – Voting and Precinct Officials…(dated 10-19-2018)

DOA Circular 2019-001 – Fiscal Year 2019 Budget Allotment Process…(dated 10-06-2018)

DOA Circular 2018-002 – ADDENDUM to Travel Per Diem UPDATE…(dated 10-09-2017)

DOA Circular 2018-001 – Travel Per Diem process UPDATE... (dated 10-02-2017)

Memo – Request for most current business license...(dated 10-02-2017)

DOA Circular 2017-017 – Wireless Communication Restrictions…(dated 04-04-2017)

DOA Circular 2017-003 – Establishment and Management of Fund Accounts…(dated 10-12-2016)

DOA Circular 2017-002 – Adherence to 5 GCA 22 “Fiscal Policies and Controls”...(dated 10-12-2016)

DOA Circular 2017-001 – Liquidation of Encumbrances...(dated 10-12-2016)

DOA Circular 2016-052 – Budget Allotment Process...(dated 09-26-2016)

DOA Circular 2016-044 – FY2016 Closing and FY2017 Opening...(dated 08-09-2016)

Memo – Encumbrance Liquidation/De-obligation and Adjustments...(dated 06-03-2014)

DOA Circular 2014-002 – Restriction to Use of Direct Payments...(dated 08-22-2013)

DOA Circular 2013-019 – Property Managmenet Inventory...(dated 08-12-2013)

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FORMS

Affidavit – Forged Check (w/Signature Specimen, must be printed) (Aug-2019) – (Instructions)  *Form Updated 01/04/2021* .

Affidavit – Stop Payment (digital) (Aug-2020, v1.6) – (Instructions above) *Form Updated 02/19/2021* .

(ACH Form) Authorization to Charge Account (Sep-2020 revised) *Revised 09/29/2020* .

Authorizing Signature Specimen – Forms (v. Jul-2019) – (Instructions)  .

Certifying Signature Specimen – Forms (v. Jul-2019) – (Instructions)  .

Encumbrance – Deobligate (Internal) (v. Jul-2019) – (Instructions) *Updated 09/02/2020* .

Encumbrance (Purchase Order) – Tracking  .

Establishment of Account (v. Oct-2018) – (Instructions) *Updated 09/02/2020* .

Fixed Assets Forms (v. Sep-2019) .

Fixed Assets Forms - Furniture and Equipment Survey (Invetory) (v. Sep-2019) .

FMS Security Access Request (v. Nov-2019) – (Instructions) *Updated 09/02/2020* .

Journal Voucher (single and multiple) (v. Jul-2017) – (Instructions) .

Mileage – POV Approval Form (v. May-2019) – (Instructions) .

Mileage– POV Daily Mileage Report (v. Jul-2017) .

Mileage – POV Reimbursement Request (v. Jul-2017) .

Payment Request – Direct (v. Jan-2019)

Payment Request – Continuing Services (v. Jan-2020) – (Instructions) *Updated 03/05/2020* .

Payroll Deduction Authorization (v. Aug-2020) – (Instructions) *Updated 09/02/2020* .

Payroll Deduction Cancellation (v. Aug-2020) *Updated 09/02/2020* .

Payroll Direct Deposit Form (v. Aug-2020) *Updated 09/02/2020* .

Payroll Leave Application (v. Aug-2020) *Updated 09/02/2020* .

Payroll Leave - Child School-related (v. Mar-2018) .

Payroll CTA, OT Req & Waiver (v. Jul-2017) .

Payroll Special Payment Request (v. Aug-2020) – (Instructions) *Updated 09/02/2020* .

Payroll Change of Employee Job Order Master (v. Jul-2019) – (Instructions) .

Payroll PAYTK Access Form (v. Sep-2019) – (Instructions) *Updated 09/02/2020* .

Petty Cash – Forms (v. Sep-2019) – (Instructions) .

Petty Cash - Receipt of Funds (v. Sep-2019) .

Release of Claim (v. Dec-2014) – (Instructions) .

TPS (Transaction Payment System) Depositor’s Report (v. Jul-2019)– (Instructions) .

TPS (Transaction Payment System) Request for Access (v. Jul-2017) – (Instructions) .

Travel – Forms (v. Jan-2019) – (Instructions) ** Travel Policy v3.85 **  .

Travel – Advanced Per Diem & Miscellaneous Expenses Request (v. Sep-2019) ** Version 2.0 ** .

Travel – Itinerary Summary (v. Jan-2019) .

Travel – MIP Mileage Waiver *NOT VALID for Travel AFTER 04/11/2013 per PL32-19* Travel – Mileage Compliance Donation Memorandum .

Utility Service Authorization (Eff FY2013) *NOT VALID for Utility encumbrances AFTER Sept-2019* .

Vendor Record & EFT Establishment (v.2.0 May-2020) – (Instructions) *Corrected 12/09/2020* .

Vendor Record – EFT Form (v. Sep-2019) *NOT VALID AFTER 05/27/2020* .

Work Request (v. Jul-2019) – (Instructions) *Corrected 07/20/2020* .

W-9 Request for Taxpayer ID and Certification (v. Oct-2018) – (Instructions) .

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Accounting Updates

• As part of the Division of Accounts’ effort to ensure continued compliance to the Standards, Policies and Procedures developed as required by the GAAP, GASB and FASB regulators as well as the Executive and Legislative branches; the Division will be providing updates to the agencies, departments and public. By providing updates, the division will maintain transparency as well.

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Frequently Asked Questions (FAQ): .

• Where can I get a vendor number for the traveler? A vendor number can be requested from the DOA Accounts Payable section. Call 475-1228 for more information.
  
  Where do I pick up a per diem check?
  All per diem checks must be picked up at the Treasure of Guam, 1st floor ITC building. NOTE: If the Travel Authorization (TA) is not received by DOA G/L-Travel Section by 3:00 P.M., and the traveler is leaving the following day, the per diem will not be ready for pick up that evening. It will be ready the following work day and can only be picked up with an Letter of Authorization along with a copy of the Traveler’s official photo ID.
  
  I turned in my TA three weeks ago, how long does it take to process?:
  According to BBMR, they need at least 15 working days to process the TA and to forward to various sections.
  
  What documents are needed once travel is completed?:
  Documents needed to clear travel are Travel Summary, Travel Voucher, all boarding passes and certificates or receipts of the training or seminar attended.
  
  How can I get reimbursed for additional expenses incurred?:
  Once travel has been completed and a reimbursement is due to the traveler, a complete itemization of the travel must be forwarded down to the BBMR analyst for approval. All clearing documents must be completed prior to going down to BBMR for review. Once approved, a direct payment must be turned in with all other clearing.
  
  What happens if a trip is cancelled due to illness or emergency?
  The traveler must prepare a letter stating the reason of cancellation. In addition, all per diem must be returned to DOA- G/L section, payroll deduction is not allowed. The traveler must contact the travel agency to cancel the travel so a credit can be applied.
  
  How would a traveler be able to clear if he/she has misplaced all boarding passes and receipts?
  The traveler must provide a notarized affidavit stating that he had gone on a trip and had misplaced all boarding passes and receipts.
  
  During my government business trip, I would like to take a side trip to visit family, what affect will this have on my trip?
  A side trip can be taken but the additional leg of the trip has to be financed by the traveler. Arrangements must be made with the travel agency.
  
  How do I contact the Travel Section of DOA?:
  1) Contact Number for the Travel section: 475-1140 or 477-0078.
  2) Email to Anthony.Macias@doa.guam.gov or Armilynn.Lujan@doa.guam.gov

Accounting Circulars-Memos

RFP, RFI, Non-Acctg Policy-Process

** per §5220 of Art 3 of Chapter 5 of Title 5 of the GCA **

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Accounting RFP: Independent Financial Audit Services

Accounting RFP: Merchant Cr/Dr and Other Payment Services

Accounting RFP: Banking Services

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ALL TRAINING POSTPONED

• Power Point Slides for Accounting Training

• * * March 2020 Training * *

  Accounting Training Slides 1 – Intro

  Accounting Training Slides 2 – FMSS

  Accounting Training Slides 3 – FMSS-Fuel

  Accounting Training Slides 4 – Vendor and Encumbrances

  Accounting Training Slides 5 – Appropriation

  Accounting Training Slides 6 – Payroll

  Accounting Training Slides 7 – Treasury

  Accounting Training Slides 8 - Fixed Assets

  Accounting Training Slides 9 – Travel

  Accounting Training Slides 10 – Federal Branch

  Accounting Training Slides 11 – Federal Financial Reports

  Accounting Training Slides 12 (extra) - Unposted Transactions

• What is the training for?: The training provides basic governmental accounting information to guide public servants whose duties, whether directly or indirectly, include working with the Department of Administration’s Division of Accounts. - Do I need to have an accounting background or knowledge?: Having basic bookkeeping, accounting or governmental accounting knowledge will help you to grasp the concept quicker than those without. However, it is NOT a pre-requisite or requirement to attend this very beneficial training. - When are the trainings offered?: The trainings are offered twice a year. Typically one during the First Quarter of the Fiscal Year (between October and December); followed by the second training of the Fiscal Year being held around the Third Quarter (between April and June). It would be best to monitor the Training Calendar prepared by the Department of Administration’s Human Resoureces Division’s Training and Development Branch. - Is it a “hands on” learning?: While it would be very helpful to have a “work station” or “wi-fi” access to the Accounting module, this type of learning is not available.However, know that we are still considering the pros and cons of allowing trainees to work in a “hands on” environment. - Am I allowed to bring a laptop or storage media? We highly recommend that you bring a storage media, such as a USB, to avail any training material and updated forms for your future use and reference. - Who should attend the training?: Although the training is targeted to those who work with accounting-related processes (Administrative Services Officers, Administrative Officers, Administrative Assistants, etc), it is open to ANY active Government of Guam employee who would like to benefit as a better informed public servant of the Government of Guam. - How do I sign up?: There are two ways to sign up:   1) Contact the Training and Development Branch of the Department of Administration Human Resources Division at 475-1294 or 475-1138.   2) Send an email to Anita.Arile@doa.guam.gov with your Name, Title, Department / Division, Email Address and Contact Number(s)

TRAINING-OTHERS

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