Statewide Financial System SFS Accounts Payable and Travel & Expense Overview May 2011 Statewide Financial System (SFS)

Statewide Financial System 2 Agenda  Overview Objectives  Ready, Set, Go-Live!  AP and T&E Processes  SFS Resources

Statewide Financial System 3  Communicate SFS business process and organizational benefits and impacts  Business Process Flows  Provide a view of the end-to-end future state of the SFS Purchasing module  System screen shots  Identify resources to help end users understand and utilize SFS Overview Objectives

Statewide Financial System 4 Ready, Set, “Go-Live!”  Conversion: Reconciliation & Validation  Late May-Mid August  Inputs and Outputs will be provided to all Agencies on the SFS website.  Agencies expected to work with OSC data owners to resolve conversion defects  Training: Agency training July-November 2011  CAS Processing ends 9/30/2011  Cutover: 10/1/ /15/2011  SFS “Go-Live”: 10/16/2011 Key activities that SFS users should be aware of as we move closer to Go- Live:

Statewide Financial System 5 Accounts Payable and Travel & Expense Processes AP Vouchers Travel Authorization Expense Report Travel Credit Cards Create, Approve, Manage

Statewide Financial System 6 Accounts Payable

Statewide Financial System 7 Business Benefits – Accounts Payable NY SFS Business Benefits – Accounts Payable Elimination of paper voucher submission to OSC for review and approval One to one relationship between invoices and vouchers More timely entry and processing of invoices Automated application of credit memos Automated matching Automated calculation of the MIR date More complete information on and tracking of corrections

Statewide Financial System 8 Bulkload Agency Impacts  Agencies will be using SFS similar to how they are using CAS today, by creating the transactions in their own financial management system and then transmitting those transactions to SFS via bulkload process  One of two layouts can be used: Legacy or PeopleSoft  There are “Direct Entry” screens available for certain transactions if an agency is unable to bulkload – not available for regular vouchers  Agencies bulkloading transactions into SFS will receive various extract files from SFS which will enable them to keep their system and SFS in sync  Statewide Vendor ID must be included on transactions  Some agencies will process transactions both online and via bulkload

Statewide Financial System 9 AP Overview Flow

Statewide Financial System 10 AP Vouchers

Statewide Financial System 11 Create

Statewide Financial System 12 AP Voucher Types The SFS will maintain the following types of AP vouchers:  Regular Voucher – Used for entering both non-PO vouchers and PO related vouchers to vendors. Will also include interagency payments.  Journal Voucher – Used for correcting accounting entries on a posted or paid voucher. Journal vouchers are used instead of creating accounting entries directly in the general ledger.  Prepaid Voucher – Used for entering prepayments (down payments, progress payments, or deposits). Prepaid vouchers will be used to make P-Card Citibank credit card payments.

Statewide Financial System 13 AP Voucher Types (continued) The SFS will maintain the following types of AP vouchers:  Single Payment Voucher – Used for entering a voucher for a Payee without having to identify a valid vendor in the statewide vendor file. Such payments as crime victims, jury duty payments, Inmates, certain refunds, and other assistance types. OSC must approve the use of single payment vouchers for specific payment types.  Template Voucher – Used for creating a template for generating regular vouchers with similar information.  Recurring Voucher – Used for the automatic payment of recurring vouchers for the exact same vendor with the exact same information.  Adjustment Voucher – Used for entering credit or debit memos, or for relating one voucher to another. This type of voucher is also used for refund of appropriation transactions.

Statewide Financial System 14 AP Voucher Entry Flow

Statewide Financial System 15 Voucher Menu - Add a New Value Tab

Statewide Financial System 16 Invoice Information Tab

Statewide Financial System 17 Invoice Information Tab continued

Statewide Financial System 18 Voucher Payment Page

Statewide Financial System 19 AP Voucher – MIR Date  The MIR date will systematically calculate the MIR Date  The MIR date will be calculated based on the latest of Invoice Received Date, latest merchandise Received Date, and the latest merchandise Inspection date.  System will use all dates when applicable  Invoice Received date can be modified to effect the MIR Date when required

Statewide Financial System 20 AP Voucher Entry Summary Summary 1In the SFS, PO data can be copied into AP, automating much of the voucher entry process. 2In the SFS, there is a one to one relationship between invoice and voucher. This includes both payment and credit invoices. 3Only one contact number is allowed for each AP business unit on the remittance advice. 4Matching is automated in the SFS. Match exceptions have to be processed manually in the SFS. 5Payment to the credit card provider is expedited by utilizing a single COA string (clearing account). The reconciliation is separate and after the payment. 6Agencies will pay credit card invoices ASAP. Agencies identify the expense information for the procurement card transactions when they are reconciled in the purchasing module. Offsetting entries to the clearing accounts are generated by the SFS.

Statewide Financial System 21 AP Voucher Entry Summary Summary 7Agencies make corrections to vouchers ChartField distribution individually in source module, i.e. AP. using a journal voucher. 8Interagency payments are made with Regular Vouchers in the AP Module. If paying agency disagrees with amount they must resolve with billing agency who will credit and rebill.

Statewide Financial System 22 Approve

Statewide Financial System 23 AP Agency Approval Workflow

Statewide Financial System 24 Worklist

Statewide Financial System 25 AP Voucher Approval

Statewide Financial System 26 Voucher Approval Tab – OSC Approved

Statewide Financial System 27 AP Approval Summary Summary 1Agencies approve vouchers within the SFS and must develop and maintain a manual process for routing backup documentation. 2Agency approvers must log into the SFS to see and approve their vouchers. 3Agencies manage AP approvals using the SFS workflow and can inquire on the status of an in process voucher at any stage of the process. 4Agencies manage approval delegation through the SFS Security process. 5Agencies must manage the archival process for voucher documentation (for example, in case of an audit or court case).

Statewide Financial System 28 Manage

Statewide Financial System 29 Voucher Menu – Find an Existing Value Tab with Values

Statewide Financial System 30 Related Documents Tab

Statewide Financial System 31 Error Summary Page

Statewide Financial System 32 Match Status Exception – Summary Tab

Statewide Financial System 33 Match Exception Workbench Details

Statewide Financial System 34 Match Exception Processing  A Match Exception occurs when information from the voucher does not match values from the purchase order or from receiving information  Each agency will need to have a match exception processor to resolve issues

Statewide Financial System 35 Budget Check for Vouchers Results

Statewide Financial System 36 Voucher Exceptions Tab

Statewide Financial System 37 Budget Exception Processing  A Budget Exception occurs when a voucher is unable to process with the accounting information on the voucher  Each agency will need to have a budget exception processor to resolve issues

Statewide Financial System 38 Travel & Expense

Statewide Financial System 39 Business Benefits – Travel and Expense NY SFS Business Benefits – Travel and Expense Improved visibility and audit of Travel Card transactions Download of travel card transactions from credit card provider Reduction in processing time of expense documents Employees are maintained in the Employee file instead of the Vendor file Detailed expense types in the Travel and Expense module drive taxability reporting Document attachment for Travel and Expense can facilitate approval workflow

Statewide Financial System 40 Bulkload Agency Impacts  Agencies will be using SFS similar to how they are using CAS today, by creating the transactions in their own financial management system and then transmitting those transactions to SFS via bulkload process  One of two layouts can be used: Legacy or PeopleSoft  Agencies bulkloading transactions into SFS will receive various extract files from SFS which will enable them to keep their system and SFS in sync  Employee ID must be included on transactions  Some agencies may use TE online while being a future phase agency

Statewide Financial System 41 Definitions for Travel and Expense The Agency Traveler: Is an employee within an agency who is authorized to travel on behalf of the State of New York. The Traveler may have access within SFS to Travel Authorization and Expense Reports Each employee will have a unique ID assigned that is not SSN The Agency Traveler Proxy: Is an individual given access to enter travel expense information for another employee, not an individual who travels on behalf of another. Travel Authorization: Previously known as Pre-Travel Authorization, is a travel document submitted prior to travel. It is used to authorize trips for State business and track estimated travel costs.

Statewide Financial System 42 Travel Authorizations

Statewide Financial System 43 Create

Statewide Financial System 44 SFS Business Process Flow: Travel Authorization Overview

Statewide Financial System 45 Create Travel Authorization

Statewide Financial System 46 Expense Location Look Up

Statewide Financial System 47 Expense Location Look Up  By selecting the default location on the expense reporter header, the location will default into each expense line when per diem rates are being used  If multiple locations apply on an expense report, the location can be selected for each expense line

Statewide Financial System 48 Expense Type Detail

Statewide Financial System 49 Expense Type Distribution

Statewide Financial System 50 Travel Authorization Summary Summary 1Travel authorization information can be copied into an expense report. 2Agencies can easily track approval of travel authorizations in the SFS. Supporting documents can be attached. 3Travel authorizations are calculated more accurately using system- provided rates. 4Agencies can use a proxy maintained in the SFS to enter travel information on behalf of another employee.

Statewide Financial System 51 Expense Report

Statewide Financial System 52 Create

Statewide Financial System 53 SFS Business Process Flow: Expense Report Overview

Statewide Financial System 54 Create Expense Report

Statewide Financial System 55 Apply My Wallet Transaction to EX

Statewide Financial System 56 Confirmation of Submission

Statewide Financial System 57 Approve

Statewide Financial System 58 Worklist View

Statewide Financial System 59 Supervisor Review

Statewide Financial System 60 Expense Report Denied

Statewide Financial System 61 Manage

Statewide Financial System 62 Review Employee Expense Payments

Statewide Financial System 63 View of Employee Data

Statewide Financial System 64 Organizational Data

Statewide Financial System 65 User Defaults

Statewide Financial System 66 Corporate Card Information

Statewide Financial System 67 Employee/Traveler Administration  Certain information on the employee profile will be populated and controlled by their payroll record, such as:  Name  Address  Bank Account for ACH  Employee ID  Certain information will be managed in SFS by an agency administrator, such as:  Supervisor  Official Station  Default chartfield information  Credit Card information

Statewide Financial System 68 Report of Un-reconciled T-card Charges Report Layout

Statewide Financial System 69 Expense Reports Summary Summary 1Employees are reimbursed for expenses through the SFS Travel and Expense module, not AP. Non-employees will be reimbursed through the AP module. 2Agencies use the SFS workflow to approve expense reports. 3The SFS checks available budget and commits funds when the expense report is created before routing to the SFS workflow for approval. 4The SFS processes expense reimbursements as checks or direct deposits sent to the location specified in the Payroll employee profile and paid out of the general checking account. 5Agencies can scan and attach supporting information for workflow in the Travel and Expense modules. Supporting documents can be attached but must be retained in accordance with document retention policies. 6The SFS Travel and Expense module automatically validates per diem amounts and lodging rates against downloaded US Government and NY State specified rates based on the location chosen on the travel document.

Statewide Financial System 70 Travel Card Summary Summary 1Travelers reconcile travel card transactions in the SFS by applying to their expense reports. 2Supervisors can review travel card transactions through the electronic approval of travel documents in the SFS. Supervisors and Administrators can also review non-reconciled charges via Aging reports in the SFS.

Statewide Financial System 71 Employee Self Serve  Employee’s will be able to view their own expense document statuses online provided they are granted system access.  Employee’s will be able to see:  Document status (including approval level)  Payment information  Expense Report history

Statewide Financial System 72 Review Employee Expense History

Statewide Financial System 73 Detail of ACH Payment

Statewide Financial System 74 Detail of Check Payment

Statewide Financial System 75 SFS Resources for Purchasing  UAT: Late May-August  Additional details and UAT kick off information will be sent out later this month  Training and Job Aids  End User Training Coming in July!  Training Course and Job Aid descriptions available on the SFS website 

Statewide Financial System 76 SFS Resources  For more information about SFS:  Visit  To get answers to questions:  Use the Implementation Question Submission (IQS) form available on the SFS web site at  Address other general questions to the  For Direct Agency questions, contact your SFS Deployment Liaison  For more information about SFS:  Visit  To get answers to questions:  Use the Implementation Question Submission (IQS) form available on the SFS web site at  Address other general questions to the  For Direct Agency questions, contact your SFS Deployment Liaison