Va Financial Policies And Procedures, Volume I, Chapter 3a - Department Of Veterans Affairs - 2009 Page 2
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8Department of Veterans Affairs
January 2009
PAID Accounting Operations
Volume I - Chapter 3A
0301 OVERVIEW
This chapter establishes financial management policies and procedures for the
Department of Veterans Affairs’ (VA) Personnel Accounting Integrated Data
(PAID) system accounting operations. PAID is VA’s 40-year-old legacy system
comprised of 2 integrated components, one for Payroll and another for Human
Resources (HR). Work began over five years ago to migrate the Payroll portion
of PAID to VA’s e-Gov designated provider, Defense Finance and Accounting
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Service (DFAS)
. Upon completion of the Payroll migration, PAID will support
on-going maintenance of interfaces to and from the DFAS provider, receive
interfaces from DFAS to update internal VA data repositories, accounting system,
and reports, receive timecard data from VA Medical Centers and transmit to
DFAS via interface file, and continue to provide HR systems support. Until
migration to the new HR LoB provider, PAID will continue to be the on-going HR
system.
The provisions of this chapter are designed to supplement existing regulations
bearing on the subjects covered herein and are intended to complement the
Chief Financial Officers Act of 1990
and the
Financial Systems Integration
Office’s Financial Management Systems Requirements, Core Financial System
Requirements. This chapter also provides the procedures for the maintenance of
the general ledger accounts under the PAID system. The system provides for
maintaining a “split” general ledger, wherein individual stations maintain certain
segments of the general ledger, while other segments are maintained on a
centralized basis, located at the VA’s Financial Services Center (FSC), Austin,
TX.
The division of the operating ledger between accounts maintained at the FSC
and the individual stations requires a revision of the related general ledger
control accounts. This revision, together with the maintenance of all
appropriation accounts at individual stations, requires maintenance of reciprocal
interoffice accounts. These accounts will provide accounting control over the
segments of the general ledger and assure the validity of consolidated reports.
In addition, the general ledger accounts directly related to payroll processing will
be maintained at the FSC.
0302 POLICIES
030201 VA must ensure that, on the first workday of each fiscal quarter, field
activities will transfer disbursing authority to the FSC an amount based on a
system-generated monthly accrual. The stations should make any adjustments
to this accrual resulting from any information that they may have that will either
increase or decrease the system-generated accrual amount (e.g. retirement,
lump-sum pay, overtime, and award).
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This chapter does not cover those stations that have already converted to DFAS. The latter will be
covered in a subsequent chapter on Payroll in Volume XV.
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