Financial Management

July 22, 2002

Financial Management

Accounting and Reporting Processes at Defense Finance and Accounting Service San Antonio

(D-2002-130)

Office of the Inspector General of the

Department of Defense

Constitution of the United States of America

No Money shall be drawn from the Treasury, but in Consequence of Appropriations made by Law; and a regular Statement and Account of the Receipts and Expenditures of all public Money shall be published from time to time.

Article I, Section 9

Additional Copies

To obtain additional copies of this audit report, visit the Inspector General of the Department of Defense, Home Page, at dodig.osd.mil/audit/reports or contact the Secondary Reports Distribution Unit of the Audit Followup and Technical Support Directorate at (703) 604-8937 (DSN 664-8937) or fax (703) 604-8932.

Suggestions for Future Audits

To suggest ideas for or to request future audits, contact the Audit Followup and Technical Support Directorate at (703) 604-8940 (DSN 664-8940) or fax (703) 604-8932. Ideas and requests can also be mailed to:

OAIG-AUD (ATTN: AFTS Audit Suggestions) Inspector General of the Department of Defense

400 Army Navy Drive (Room 801) Arlington, VA 22202-4704

Defense Hotline

To report fraud, waste, or abuse, contact the Defense Hotline by calling (800) 424-9098; by sending an electronic message to Hotline@dodig.osd.mil; or by writing to the Defense Hotline, The Pentagon, Washington, DC 20301-1900. The identity of each writer and caller is fully protected.

Acronyms

DFAS DFAS IN-SF

FMR GLAC SOP STANFINS USGSGL

Defense Finance and Accounting Service Defense Finance and Accounting Service Indianapolis (Sustaining

Forces) Financial Management Regulation General Ledger Account Code Standard Operating Procedure Standard Finance System U.S. Government Standard General Ledger

Office of the Inspector General of the Department of Defense

Report No. D-2002-130

(Project No. D2001FI-0178.002)

July 22, 2002

Accounting and Reporting Processes at Defense Finance and Accounting Service San Antonio

Executive Summary

Who Should Read This Report and Why? DoD and Army management responsible for policy and procedures relating to financial accounting and reporting and personnel preparing Army financial statements should read this report. The report identifies noncompliance with DoD requirements to properly support accounting adjustments made to general ledger data, and with U.S. Government Standard General Ledger requirements to correctly record Expended Appropriations.

Background. The Defense Finance and Accounting Service (DFAS) Indianapolis (Sustaining Forces) provides finance and accounting support to the Army and Other Defense Organizations. Support includes maintaining departmental accounting records and preparing financial statements and reports from financial information submitted by DoD field accounting sites and other sources. Financial data are generated and accumulated throughout the month by DFAS San Antonio for its Army and other DoD customers. The data are stored and processed in the Standard Finance System. The trial balance data are submitted on a monthly basis to DFAS Indianapolis (Sustaining Forces) for preparing financial statements and reports. Starting in FY 2002, DFAS Indianapolis (Sustaining Forces) will prepare both year-end and mid-year financial statements, and quarterly financial statements will start to be prepared in FY 2003.

Results. Of the 683 journal vouchers prepared in September 2001, 21 (totaling $145.1 million) were reviewed. The 21 journal vouchers did not adequately support accounting adjustments made to general ledger data. Journal vouchers also were approved without adequate supervisory reviews. Unless the controls over the preparation and review of accounting adjustments are improved, DFAS Indianapolis (Sustaining Forces) will continue to receive unreliable financial information to prepare financial statements and reports. The Commander, DFAS San Antonio needs to revise the "Standard Operating Procedure for Journal Vouchers," in order to improve internal controls supporting and approving journal vouchers (finding A).

The DFAS San Antonio did not record $2.67 billion in Expended Appropriations for the FY 2001 Army General Fund. DFAS Indianapolis (Sustaining Forces) used status of appropriations data in an attempt to populate the Expended Appropriations account and adjust the related equity accounts. However, the Expended Appropriations balance had $222 million more using the status of appropriations data rather than DFAS San Antonio general ledger accounts. The Expended Appropriations and the related equity accounts are not recorded in accordance with the U.S. Government Standard General Ledger and the DoD Financial Management Regulation. Therefore, DFAS Indianapolis (Sustaining Forces) will continue to prepare financial statements and reports using unreliable data.

The Director, DFAS Indianapolis (Operating Forces) should initiate system changes to the Standard Finance System to allow for the proper processing of Expended Appropriations at the field accounting site level (finding B). Management Comments. DFAS concurred with the recommendations in finding A to complete journal voucher checklists regarding journal voucher documentation and monthly progress reports, and stated that corrective actions had already been taken. DFAS agreed to develop a management plan, but stated that corrective actions would not be completed until September 1, 2002. DFAS also concurred with the audit recommendations in finding B regarding the Standard Finance System and stated that corrective actions were underway. We consider the comments to be fully responsive to the recommendations. See findings A and B for a discussion of the management comments. See the Management Comments section for the complete text of the comments.

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