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Introduction 

The purpose of the Financial Management Guide, hereafter referred to as "Guide", is to provide adequate internal control and accountability over financial and administrative affairs of Arkansas State Government. The Guide also provides assistance to agencies in gathering and maintaining information needed for management decision-making and all financial reporting. The policies and procedures in this Guide are the minimum requirements that State agencies must meet. An agency may adopt additional policies and procedures in greater detail or use additional or alternative supporting documentation, as long as the agency meets the required minimum standards.

The Director of the Department of Finance and Administration, hereinafter referred to as "Director" is required by the General Provisions of the Public Finance Law (ACA §19-1-207) to exercise supervision over the general accounting system of the State and of State agencies. The Director also serves as the Chief Fiscal Officer of the State.

The DFA Director is required under ACA §19-1-209 (a) to publish such regulations issued by him for compliance with the State’s Accounting and Budgetary Procedures Law. This requirement is met by publishing the "Financial Management Guide."

The Guide resides on the Department of Finance and Administration’s (DFA) web site at:

 http://www.dfa.arkansas.gov/offices/accounting/financialManagementGuide/Pages/default.aspx

and is also available in printed form upon request. Requests for printed copies of the Guide may be made in the form of an e-mail to the DFA-Office of Accounting (DFA-OA) at mailto:acctuser@dfa.arkansas.gov or by writing to the Office of Accounting at P.O. Box 3278, Little Rock, AR 72203.

The Department of Finance and Administration-Office of Accounting (DFA-OA) is charged with ensuring that the accounting functions of the State’s Financial Management System are conducted in a manner consistent with Arkansas Law. The primary statutory responsibilities, functions, and authority of the Office of Accounting are contained in the State General Accounting and Budgetary Procedures Law (ACA Title 19, Chapter 4), the State Revenue Stabilization Law (ACA Title 19, Chapter 5.), and the State Revenue Classification Law (ACA Title 19, Chapter 6).

The mission of DFA-OA is to carry out its statutory responsibilities in a service-oriented manner while maintaining a high degree of fiscal integrity and to improve management of financial resources statewide by providing to all activities of State government a fully adequate accounting and reporting system.

All agencies of the State of Arkansas must comply with this Guide unless otherwise exempted from certain provisions by specific legislation contained in the Arkansas Code or the Constitution of the State of Arkansas.

The Department of Finance and Administration adheres to the spirit and letter of the Freedom of Information Act of 1967 as stated in ACA§ 25-19-101 et seq.

If you have questions about the Financial Management Guide, please contact the DFA – Office of Accounting by phone (501) 682-1675, email mailto:acctuser@dfa.arkansas.gov or in writing:

Department of Finance and Administration
Office of Accounting
P.O. Box 3278
Little Rock, AR 72203

About the Guide
This Guide is published and maintained on the Department of Finance and Administration, Office of Accounting (DFA-OA) web site at: http://www.dfa.arkansas.gov/offices/accounting/financialManagementGuide/Pages/default.aspx . The format of the Guide, to the extent possible, is: law, followed by policy (regulation) and then by procedure.

The Arkansas Accounting and Budgetary Procedures Law, Title 19, Chapter Four and various other Arkansas laws that have a direct impact on State financial management practices appear in the form of Arkansas Code. The Arkansas Code appears in normal, non-bolded and non-italicized type. The numbering system used is keyed to the numbering of the Arkansas Code of 1987 Annotated. The title, chapter, subchapter and section of the code references are contained within the number. Thus, in the designation "19-4-905," the "19" indicates the provision is in Title 19, the "4" indicates chapter 4 and the "9" in 905 means sub-chapter 9, with the "05" indicating the fifth section of the sub-chapter. Following the printed code, or excerpts of the code (excerpts include quotation marks at the beginning and end of the excerpts), will be policies (regulations) and/or procedures. The entire Title 19 Chapter four is included in this document whether or not a regulation exists to address each particular sub-title of the Code.

At the beginning of the code, the code number appears-example: 19-4-905.

At the beginning of a policy (regulation) (R), the number of the policy (regulation), numbered in sequence, identifies the code it accompanies-example: R1-19-4-905. The text of policies (regulations) and procedures appear in bold print and italics.

The appendices are identified with numeric designations that are reflective of the Guide language that referenced the applicable document (appendix).

All appendices are numbered with a "P" at the beginning and refer to a form, process or link to other information. The number following the "P" identifies the Arkansas Code and/or regulation to which the appendix applies-example: P1-19-4-905.

Appendices contain such items as:

Index of forms and appendices
Forms
Examples
Instructions
Key to abbreviations and acronyms
Glossary of terms
Frequently asked questions (FAQs)

The purpose of the appendices is to provide pertinent material that is subject to frequent change, particularly items that are related to the State’s Financial Management System. To the extent possible, processes, particularly those demonstrating transactions in the Arkansas Administrative Statewide Information System, hereafter referred to as "AASIS" will be referred to in the text, but located outside the body of this document as appendices with links to them. This will permit the ability to change and update procedures and processes to conform to changes in the system without making policy changes.

In addition to changes in material located outside of this document (appendices), references to computer system screen titles, transaction codes and General Ledger accounts may be changed (updated) from time to time in the Guide as deemed necessary. These changes are considered to be technical in nature and, therefore, will not necessitate invoking the rule making process.

Categories of Agencies
The use of this Guide will vary with the particular accounting software utilized by an agency to record transactions in its books of original entry. There are three types of agencies for the purpose of use and access within the State’s Financial Management System. They are:

USER AGENCY – An agency that has direct online access to AASIS. All types of transactions are entered on a real time basis by the agency.

SERVICE BUREAU AGENCY – Generally, a small agency that utilizes the Service Bureau within the DFA-Office of Accounting to enter transactions into AASIS and provide reports. These agencies do not have direct access to AASIS.

REPORTING AGENCY – An agency that utilizes a "stand alone" accounting system as its original books of record for its accounting transactions. The agency transfers, deposits, checks and processes journal entries to AASIS through an electronic interface process for budgetary control purposes. Some reporting agencies have limited online access such as deposit and journal entry functions.