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Financial Management - General Guidelines

    Title:

    Financial Management – General Guidelines

    Publication date:

    9/26/2013

    Effective date:

    6/1/2011

    BRIEF

    Policy Summary

    For all financial business actions, Berkeley Lab must comply with Department of Energy (DOE) contractual criteria and adhere to federal Cost Accounting Standards (CAS).

    Who Should Read This Policy

    All Berkeley Lab employees with any financial responsibilities

    To Read the Full Policy, Go To:

    The POLICY tab on this wiki page

    Contact Information

    General Accounting Manager
    Financial Policy and Assurance Manager
    Budget Officer

    Title:

    Financial Management – General Guidelines

    Publication date:

    9/26/2013

    Effective date:

    6/1/2011

    POLICY

    A. Purpose

    This policy provides overall guidelines for all financial business actions, affirming that Lawrence Berkeley National Laboratory (Berkeley Lab) must comply with Department of Energy (DOE) contractual criteria and adhere to federal Cost Accounting Standards (CAS).

    B. Persons Affected

    All Berkeley Lab employees with any financial responsibilities

    C. Exceptions

    None

    D. Policy Statement

    For all financial business actions, Berkeley Lab must comply with DOE criteria as stipulated in DOE Contract 31 and adhere to federal CAS. Compliance with DOE contractual criteria ensures that appropriate accounting practices are consistent throughout all Laboratory organizational units and work activities.

    1. Financial Obligations: Confirmation of Berkeley Lab's receipt of funds and authorization to begin work is required before employees make commitments to hire staff, purchase goods, procure services, or incur other financial obligations. For authorization criteria and the list of authorized approvers, see Signature Authority Guidelines.
    2. Spending Criteria
      1. Funding received by Berkeley Lab must be spent on the scope of work for which it was authorized and, generally, within the specified time period authorized.
      2. Costs such as payroll, procurements, services, or supplies must be identified by the appropriate project ID that reflects the scope of work for that project.
    3. Changes to Accounting/Financial Practices: Proposed changes to accounting or financial practices require review and approval by DOE contracting officers. The Office of the Chief Financial Officer (OCFO) will review all proposals for appropriateness, compliance with CAS, and endorsement of Berkeley Lab senior management prior to submitting to DOE for approval.
    4. Adjustments or Corrections: Any subsequent accounting corrections and/or resource adjustments must adhere to the financial policies and procedures for Resource Adjustments policy found in this Requirements and Policies Manual (RPM).

    E. Roles and Responsibilities

    Role

    Responsibility

    Subject Matter Expert (SME) (policy owner)

    1. Contacts OCFO Financial Policy & Assurance Office prior to writing policy
    2. Drafts policy using the OCFO Financial Policy Template
    3. E-mails draft to Financial Policy Office for editing

    Financial Policy & Assurance Office

    1. Edits draft policy for clarity, voice, and format consistency
    2. Ensures new policy drafts are sent to OCFO management for comments, usually within 10 working days
    3. Reviews any recommendations or edits from OCFO management with policy owner/SME and updates draft policy (if appropriate)
    4. Sends new policy drafts to the Laboratory financial/business community, as appropriate, for comments, usually within 10 working days
    5. Reviews and implements any recommendations with policy owner/SME
    6. E-mails policy to OCFO Webmaster for posting to OCFO Financial Policy & Assurance Web page
    7. Contacts the Requirements and Policies Manual (RPM) Webmaster to update policy links and Responsible Manager information in the RPM
    8. When policy is posted, sends announcement to financial/business community, at discretion of policy owner/SME
    9. Coordinates policy training, as necessary

    F. Definitions/Acronyms

    No special terms.

    G. Recordkeeping Requirements

    None

    H. Implementing Documents

    Document number

    Title

    Type

    11.01.016.000

    Resource Adjustments policy

    Policy

    11.07.005.002

    Signature Authority Guidelines

    Guidelines

    I. Contact Information

    General Accounting Manager
    Financial Policy and Assurance Manager
    Budget Officer

    J. Revision History

    Date

    Revision

    By whom

    Revision Description

    Section(s) affected

    Change Type

    9/26/2013

    1.1

    Beedle

    Review completed 9/5/2013, no changes

    Publ & Next Review dates

    Minor

    1/2/2012

    1

    Hegarty

    Reformat for wiki

    All

    Minor

    DOCUMENT INFORMATION

    Title:

    Financial Management – General Guidelines

    Document number

    11.07.001.000

    Revision number

    1.1

    Publication date:

    9/26/2013

    Effective date:

    6/1/2011

    Next review date:

    6/1/2015

    Policy Area:

    Financial General Policies and Information

    RPM Section (home)

    Financial Management

    RPM Section (cross-reference)

    Section 11.03

    Functional Division

    OCFO

    Prior reference information (optional)

     

    Source Requirements Documents

    • U.S. Anti-Deficiency Act (ADA), Public Law (Pub.L.), 97-258, 96 Statutes at Large (Stat.) 923. 
    • United States Code Title 31 (Money and Finance), Subtitle II (The Budget Process), Chapter 13 (Appropriations), Subchapter III (Limitations, Exceptions, Penalties), Paragraph 1341 (Limitations on expending and obligating amounts).
    • Berkeley Lab Office of Chief Financial Officer (OCFO) requirement

    Implementing Documents

    Document number

    Title

    Type

    11.01.016.000

    Resource Adjustments policy

    Policy

    11.07.005.002

    Signature Authority Guidelines

    Guidelines

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