The Office of Financial Operations and Systems (OFOS) is an “oversight agency” that is staffed with individuals who are knowledgeable in interpreting and applying generally accepted accounting principles (GAAP). In its oversight capacity, OFOS manages the District’s overall accounting operations, fulfilling critical functions such as general ledger maintenance, accounting for business events, financial reporting, payroll processing and providing certain retirement-related services.
OFOS has two primary functions:
- Maintaining the District’s general ledger, culminating with the production of the District’s Comprehensive Annual Financial Report (CAFR) at the close of each fiscal year
- Administering the District’s payroll and retirement systems
To fulfill these functions, OFOS’s operations are divided into two broad functional areas: Controller activities and Payroll activities. Accordingly, these functional responsibilities are distributed among four divisions within OFOS: Accounting Operations; Financial Policies and Procedures, Financial Control and Reporting; and Pay and Retirement Services.
OFOS was established to achieve the following multi-faceted mission:
- To establish and maintain strong systems of accountability and fiscal discipline within the District’s financial operations
- To maintain strong internal controls that will ensure optimal efficiency and effectiveness of operations, reliable financial reporting, and compliance with applicable laws and regulations;
- To develop and maintain soundly-based policies and procedures that are consistent with current best practices among state and local governments
- To ensure that all employees, annuitants, and third party recipients are paid in a timely and accurate manner, and that necessary payroll and retirement data, records and reports are maintained and submitted to appropriate parties in accordance with District and federal standards while complying with collective bargaining agreements and any other court-ordered mandates.
Pay and Retirement functions are distributed among four teams within that office. The responsibilities of each Pay and Retirement team are as follows:
- Payroll Operations is responsible for processing and monitoring time administration which is the processing of the raw labor hours received from agencies via online transactions. Time and labor transactions are processed for three bi-weekly payrolls and one semi-monthly payroll. Payroll Operations is also responsible for editing and correcting rejected time transactions, confirmation review, notification and processing all updates to employee voluntary general deductions, employee direct deposit banking information and federal and state tax withholding information.
- The Retirement team administers the retirement processing for the federal police officers in the US Park Police, US Secret Service and White House who elected to participate in the District of Columbia Police and Firefighters Retirement System. In addition the Retirement team is responsible for the retirement reporting functions for employees who participate in the US Civil Service Retirement program.
- The Supplemental Payroll team is responsible for processing off-cycle payments for District employees whose pay was not able to be processed through the regularly bi-weekly or semi-monthly scheduled payroll.
- The Special Pay team is responsible for approval and certification of each payroll ensuring that total appropriations, benefits, withholding taxes as well as gross to net deductions are accounted for and distributed to the appropriate accounts and parties. This team also verifies and ensures accuracy of calculations for special nonrecurring payments such as terminal leave, severance pay, death cases, back pay, salary and/or benefit adjustments, garnishments-wage attachments, and District and federal levies.