CFO Meeting February 26, 2013 CFO Meeting February 26, 2013

Page 2 Agenda ► Welcome and Introductions ► Financial Reporting Update ► TeamWorks ► Paperless AP ► Recovery Audit ► Travel ► Questions

Page 3 FINANCIAL REPORTING UPDATE

Page 4 Financial Reporting Update ► SAR - release date 02/28/13 ► BCR/CAFR  Budget Fund Reconciliations in progress  FY2012 Lease data confirmation in progress  GASBs Statement No Service Concession Arrangements Statement No. 61 The Financial Reporting Entity Statement No Codification Statement No Deferred Outflows of Resources, Deferred Inflows of Resources, and Net Position  CPE NASACT Webcast - Statement No. 68 (3/6/13 2-4PM 1514C) Quarterly CPE Videos – April 11 th 1-5 PM 1514C

Page 5 Financial Reporting Update ► Accounting Policy  February policies for comment Vendor Adjustment policy (7 day comment period) Revised Travel Policy (30 day comment period)  March/April policies for 30 day comment Revenues & Receivables Expenses, Expenditures, Encumbrances and Payables  April/May policies for 30 day comment Equity Leases Claims, Judgments and Contingencies Elements of Financial Statements

Page 6 TEAMWORKS UPDATE

Page 7 TeamWorks Financials Upgrade ► Upgrade Updates  New Functionality Conducted 2 information sessions (Oct & Dec) Recorded videos for information covered Posted spreadsheet at  UAT will be conducted 4/2 – 4/12 at SAO Agencies to participate (who previously tested for 9.0) – GDOT, DOAS, DJJ, GAAOC, OPB, DDS, DCH, DECAL, DNR, GDC, TCSG, SAO, DOE, DHS, DOR If your agency would like to test, please contact Amber Hall  Go-live weekend: Confederate Memorial Day Plan to begin Thursday 3pm (system will be down Friday 4/19) Plan to have system back up Tuesday 4/23 (day after the holiday) After go-live, please report any issues to the CSC: For questions between now and go-live, contact Amber Hall ,

Page 8 TeamWorks Print  Communication sent February 8, 2013  February invoices include TeamWorks Print (July 2012 – December 2012)  How were print charges determined? Actual charges determined by GTA Charges are for reports, checks, etc. Three pricing levels based on print type Lump sum spread  How can print costs be reduced? Request report printing be turned off Encourage vendors to enroll in electronic payments Reduce payroll off-cycle checks

Page 9 TeamWorks Cost Model  What is the TeamWorks Cost Model? Process to determine total cost of TeamWorks Costs must be reasonable and allocable  What are the inputs to the TeamWorks Cost Model? Direct and indirect costs associated with support of TeamWorks Personnel, operations, software maintenance, technology  How is the allocation to agencies determined? Allocation factors include actual financial transactions and active position count  FY 2013 Adjustment Will be reflected on March invoices through the end of the fiscal year

Page 10 PAPERLESS A/P

Page 11 Paperless AP ► How are we doing on the overall ACH percentage ? 36% of Payments were ACH for FY % of 2013 Payments are ACH through January 31 No growth in ACH payments since October During FY2013, 31% of payments weren’t paid ACH to vendors who are ACH Primary or certified to accept ACH ► Next Steps? Meeting with AP managers/vendor liaisons Electronic payments, payment policy, ACH primary vendors, etc Reports to be given to each agency listing payments to vendors that could have been made ACH Adding WIR and E-Payable to monthly reporting

Page 12 Paperless AP ► E-Payables  Initial pilot is complete with DECAL Six statewide contract vendors participating Evaluation to continue  A second pilot is planned with a large agency  Possible rollout after the second pilot

Page 13 Paperless AP ► Payment Policy  sao.georgia.gov » Systems » Financials » Vendor Payment Management » Vendor Management Related Policies sao.georgia.gov » Systems » Financials » Vendor Payment Management » Vendor Management Related Policies  Payment Method Policy Vendor Payments Greater than 5k = ACH Less than 5k = E-Payables or P-Card Employee Reimbursement Payments Self Service page in HCM ACH (Following the Payroll exception process)

Page 14 RECOVERY AUDIT

Page 15 Recovery Audit Update ► Duplicate Payments  Review Complete  Congratulations to agency personnel – few duplicate were found! ► Contract Review  Initial set of contracts underway. Both agency contracts and SWC are being reviewed.  Prior to any audit of any agency contract your agency should expect kick-off meeting from SAO and E&Y personnel.  Contracts in scope are subject to discussion and risk analysis.

Page 16 STATE TRAVEL INITIATIVE

Page 17 State Travel Initiative ► Thank you!  We appreciate all agencies already using TTE and those who have volunteered to be in the next wave. ► Travel Policy Changes  Revised policy is available for 30 day comment. It is accompanied by the latest revision of OPB's policy on Cash Advances, for reference. Please review SAO policy carefully, make comments, and return to SAO.  Travel Administrator's Meeting - Scheduled for Friday, March 15th, 1:00 - 3:00. ► First travel newsletter went out last week. Quarterly distribution. All travelers and approvers should sign up to receive via .

Page 18 State Travel Initiative ► 3 year plan  All agencies on TTE by end of calendar Next wave (Wave 3) will begin implementation and training in April with Go-Live in first of July.  Draft timeline was submitted to OPB.  We have been contacting agencies about timeline.  Demos have been scheduled during March for those who might be interested in learning a little more about TTE. The schedule will be posted on the SAO website (currently one on-site demo and one webinar)  Support – we are watching the volume of travel questions and will ramp up support as needed as agencies transition to TTE.

Page 19 State Travel Initiative ► Customer Service Center (CSC) Support for Travel  The SAO Customer Service Center is fielding all travel questions that come in on the travel hotline, both TTE and non-TTE questions. ► Travel Expense Form  Provide a “template” expense form for non TTE users.  Agency to make any future updates to the form. ► Travel Training & Resources  We continue to offer live and video webinar training for TTE. Schedule and sign-up is on our website. Many people are taking training on relevant topics more than once when travelling infrequently, etc. All are welcome!

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