Page 46 - VYSNOVA PROGRAM MANAGEMENT GUIDE V1.1

Accounting

discouraged, except for those incidental payments made from the petty cash fund. The PM or
designee assigned by the PM are fully responsible to track and maintain the petty cash. A template
Petty Cash Log for tracking the petty cash fund is located in the Vysnova Standard Docs Shared
Drive folder, see Annex E.

Authorized Signatures
All project office payments or cash disbursements should be authorized and signed by the PM or
his/her authorized delegate. Authorized staff members must have signature authority. Any
payment above $20,000 must have COO or CEO signed approval. Refer to Annex B for the Vysnova
Approval Matrix.

Project Status Reports
Every month the F&A will review the PSR to ensure it is complete and up-to-date then present it
to the PM and go over any issues to prepare the PM to present the PSR on the third Thursday of
the month to the COO and Controller. The PM should be able to answer any questions regarding
missing or misallocated costs and/or revenue amounts/percentages. The PM will receive training
on reading PSRs (see Annex F).

Billing

Each month bills are produced per the contact and data sheet instructions through Costpoint. The
Sr. Accountant prepares all Fix Price bills the first of each month and after timesheets are posted
then the Time and Material invoices are produced. Once Accounts Payable closes on the tenth of
the month, the CPFF invoices are completed.

It is the PM’s responsibility to work with the assigned F&A to ensure all invoices from
subcontractors and consultants as well as vendor invoices and employee expense reports are
submitted to Accounts Payable by the tenth of each month so the invoice can be created on time.
If needed, Consultant and Subcontractor Invoice Templates are available in Vysnova Standard
Docs Shared Drive folder, see Annex E.
The goal is to have all invoices approved by the PM and to the client by the fifteen of every month.
The PM is responsible for reviewing the invoice as well as the F&A on the Project. The first invoice
usually takes the longest to ensure the invoice has all information needed and submitted. Once
the invoice has been approved it is submitted unless it needs to be submitted via the DOD
invoicing platform: Wide-Area Workflow (WAWF). If the invoice is to be submitted in WAWF then
the Sr. Accountant will enter it in WAWF and send a copy to the PM/F&A for its review as well. It
is imperative that the PM is familiar with the contract and the billing instructions to ensure the
WAWF codes are accurate on the submission as well as all information on the invoice is accurate
such as the setup of the invoice, Cost, Fee, total contract, hours worked and cost. It is
recommended to review the PSR with the invoice to ensure they match as well.

Payroll
All pay changes must go through the HR department and be fully approved prior to coming to the
accounting office. Pay changes are based on the beginning of a pay period. Once they are fully
approved, they are processed in Costpoint and paid on the next pay date following the effective
date. Payroll is processed twice a month and in arrears. This means that that cost/timesheets for

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