# Presentation: 432848

## Slide 1

## CFO Highlights

**Accounts Receivable**
- Sallie Frainier
- Finance Network
- April 22, 2005

## Accounts Receivable Mission

- Accounts Receivable is responsible for all invoicing, collecting, cash application, account reconciliation and other accounting requirements related to Work for Others Awards (WFO).
*WFO represents approximately 25% of total Laboratory funding.  This number is expected to grow.*
- Recent Changes – Staff Added
- Added strength to the accounting and contract close out functions.
- Better able to comply with increased accounting requirements by the DOE, federal agencies, and UC.

## Accounts Receivable Policies

- AR Guiding Policies
- Department of Energy (DOE) Accounting Handbook, Chapter 8, Receivables.
- Policy Changes
- New DOE Collections Requirements require invoices unpaid at 120 days referred to DOE/Treasury, exceptions are repayment agreements.
- UC Performance Measures on account reconciliations in place.

## Monthly Invoice Process

- Costs are entered by Divisions to WFO Projects.
- Day two of the monthly close, the Project Costing to Billing function runs and picks up all the costs charged to the project.
- Monthly, approximately 500 invoices and statements are generated. Of these, approximately 80 are sent to DOE via flat file to be entered into the federal interagency payment system (IPAC).

## Types of Sponsors Invoiced

- Work for Other Federal Agencies.
- Work for Other Non-Federal Agencies.
- Cooperative Research and Development Agreements (CRADAs).
- Work for Other DOE Integrated Contractors.
- Other agencies such as National Institutes of Health are invoiced and make payment via their own electronic system.
- AR also handles miscellaneous billing requests defined as those not related to WFO where an invoice is required.

## Payments & Inquiries

- Invoice and Advance Payments are submitted to AR by wire transfer or check.
- Sometimes AR receives inquiries from Sponsors regarding costs on the invoice. At this point, we must refer the question to you, the Division.
- This is because as an accounting department we cannot comment on the reasons or appropriateness of individual costs.

## Organization Chart & Location

- Controller’s Office
- Accounts Receivable
- 	Located in Bldg 937 (2120 University Avenue, corner of University and Shattuck), 4th Floor, in Berkeley, CA.

## Controller’s Office

- Jeffrey A. Fernandez
- Chief Financial Officer

**Controller**
**Vacant**

- Sallie Frainier
- Manager
- Accounts Receivable

- David Hathaway
- Manager
- General Accounting

- Paula Meo
- Manager
- Payroll

- Barbara Gomez
- Manager
- Disbursements
- (Accounts Payable)

- Linda Brown
- Administrator

## Accounts Receivable

**Vacant**
**Controller**

- Kimmy Cheung, Ops Accountant
- Kathleen English, Recons
- Grace Huang, Contract Close-Out
- Mira Jamnadas, Recons
- Judy Lee, Cash Aps
- Gyozo (Victor) Lorincz, Billing
- Shirley Tanaka, Collections

**Sallie Frainier**
**Manager**

## Staffing Trends

**5.8**

**1.0**

**1.0**

## Recent Achievements/Highlights

- Added accounting staff.
- Instituted _[ARhelp@lbl.gov](mailto:ARhelp@lbl.gov)__ to facilitate quick turnaround time on questions and coordinate workload._
- Reconciled all accounts and acted upon audit recommendations.
- Instituted procedures to contact sponsors and divisions earlier in the payment cycle in order to reduce delinquencies.
- Prepared and submitted policies including Misc. Invoices.
- Resource analysts given access to Aging Report.
- Resource analysts given ability to reprint invoices.
- AR Website developed.

## FMS/BAR

- The PeopleSoft Billing and Accounts Receivable system (BAR) will be enhanced/improved after the general FMS 8.8 upgrade.
- The goal is accurate accounting, streamlined accounting, and utilization of PeopleSoft functionality.

## Challenges & Complexities

- The department must adhere to complex accounting regulations by various federal agencies and the DOE.
- These requirements have driven customizations in our system which sometimes limit streamlining.
- For example, new DOE Standard Accounting Reporting System (STARS) may add complexities to account reconciliations.
- AR continues to address legacy accounting issues.

## Migration &  Management

- Planned system enhancements, and recently implemented business processes, will allow us to continue resolving legacy issues.
- There is a light at the end of our tunnel!

## Other

- Question Period