[CAFR-Contacts-News] FW: Accounting and reporting COVID-19 costs

[HAMILTON Robert W * DAS]

Hello CAFR Contacts,

It was brought to my attention that the guidance contained in our original email needed corrections regarding inputting the Work Charge in ePayroll. Rather than "COVID1", the Work Charge field needs to be "PJTCOVID119" in order to flow through accurately from ePayroll to R*STARS. The directions (attached) have been updated to reflect this corrected guidance. They will also be on the SARS main webpage shortly.

OSPS will be providing additional tools to payroll shops to equip agencies to accurately track this information.

I am sorry if this caused issues at your agency.

Also, in conjunction with ECC, FAQs have been created and will be made available soon.

Please let me know if there are any questions.

Rob

From: CAFR-Contacts-News <cafr-contacts-news-bounces at listsmart.osl.state.or.us> On Behalf Of HAMILTON Robert W * DAS via CAFR-Contacts-News
Sent: Friday, March 20, 2020 2:35 PM
To: cafr-contacts-news at listsmart.osl.state.or.us
Cc: NAUGHTON George M * DAS <George.M.NAUGHTON at oregon.gov>; eccfinance <eccfinance at mil.state.or.us>; NASS Kate * DAS <Kate.NASS at oregon.gov>
Subject: [CAFR-Contacts-News] Accounting and reporting COVID-19 costs
Importance: High

Hello CAFR Contacts,

The Office of Emergency Management's Emergency Coordination Center (ECC) needs information from each state agency (including those not on R*STARS) that incurs the direct costs related to the state's response to the coronavirus pandemic.  Below is their request for weekly information via the attached Excel spreadsheet and how to provide it to them.  SARS and Financial Business Systems (FBS) have put together a way to leverage R*STARS to efficiently provide this information (see attached and information following ECC's request).

Regarding that information request:

1.       Because payroll is only run once per month, providing payroll information monthly is acceptable. However, if your agency is able to provide information more often, they would like it to be included in the submission.

2.       Most agencies input their SPOTS purchases on a monthly basis into R*STARS. If agencies are able to provide this information weekly in their submission, it would be helpful, but we understand that may not be practicable.

ECC's request:

The Office of Emergency Management's Emergency Coordination Center has stood up a finance section to track all costs associated with the COVID-19 response for all state agencies.

In an effort to accurately capture and report on costs associated with the COVID 19 pandemic all agencies will need to either begin or continue tracking costs associated with your organization's efforts.  For purposes of statewide reporting, please utilize the attached spreadsheet to report your costs. Please submit to the finance section of the State ECC at eccfinance at mil.state.or.us<mailto:eccfinance at mil.state.or.us> by close of business each Wednesday for the costs paid during the preceding week.  As this event has been ongoing for several weeks, the first submission will be extended to April 1.  The next report will be due April 8. Note: Please submit a revised spreadsheet each week.   This information will include actual personnel costs, services & supply costs, and capital outlay costs.

Agencies Supporting the State Emergency Coordination Center,
If you are an entity that has staff supporting the State Emergency Coordination Center in Salem, we are asking that you provide actual costs associated with that support.

Thank You

To efficiently meet ECC's needs and those of statewide leadership The DAS Chief Financial Office is requiring each state agency that uses R*STARS to set up a project and phase in the accounting system as soon as possible to track costs incurred directly related to the state's response to the coronavirus pandemic.

There is an attached document directing agencies on how to setup and title the project and phase in R*STARS, along with how to include the project in ePayroll.  If your agency has already established a process for tracking these costs, and is not DHS, OHA, or ODOT, please follow the process outlined in the attached document and report all costs in this manner, including those that have already been incurred.

SARS has excused only DHS, OHA, and ODOT, and, as they have separate mechanisms to account for and report the necessary information. Questions about those specific processes should be directed to the accounting leadership at those agencies.

If there are any questions, please feel free to reach out.

Thank you for everyone's efforts to efficiently and effectively capture and report these costs.

Rob

Robert W. Hamilton, CPA
Statewide Accounting and Reporting Services Manager
Chief Financial Office
Department of Administrative Services
Phone:  (503) 373-0299
http://www.oregon.gov/DAS/financial/acctng

Data Classification: Level 1 - Published

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