1. P-Card and Virtual Payables
Lisa Eason, Deputy Commissioner, DOAS
Rebecca Krystopa, Audit Manager, DOAS
Monique Simmons, Deputy Director, SAO
Georgia Fiscal Management Conference
October 2017

2. P-Card Plan Management
Policy
P-Card Plan
Internal Policy
Special Approvals
Amendments

3. P-Card Plan Management
Implementation of Revised Policy
User Security Permissions
Administrator should be same in all systems
STLs, CLs should match P-Card Plan
Internal Policy revisions complete
Special approvals sent to SPD for review, processing
Provide complete, accurate information
Thorough justification
Self-Audit due December 1, 2017
SPD has revised process
Training will be provided

4. Joint Project between DOAS and SAO
Virtual Payables
Joint Project between DOAS and SAO

5. What is Virtual Payables?
An AP card solution that enables payers to convert certain payments to electronic card payments with minimal changes to internal AP processes.

6. Benefits of Virtual Payables
Requires limited changes in current AP processes
Eliminates manual processing associated with ghost cards
Exact Authorization provides payers with greater control of the payment by restricting the amount the supplier can process, down to the penny.
Reduces fraud exposure
Financial benefit through improved working capital and cash flow visibility
Efficiencies gained in accounts payables through elimination of paper checks and reduced vendor follow- up
Improved supplier relationships while maintaining controls in purchasing processes
Did you Know? Virtual Payables
Benefits: Win-Win for all

7. Virtual Payables - Who is Impacted?
State Entities on TeamWorks Financials
Statewide Contract Suppliers
Pilot of 7 Potential Suppliers
DG Investment
Dynamic Security
GC&E Systems Group
GT Distributors
Motorola Solutions
OFS Brands
Visual Systems Group

8. Virtual Payables – How it works?
TeamWorks Financials Entity
DOAS to handle issuing & maintaining SWC Suppliers’ cards
SAO to provide reports and reconciliations for all TeamWorks Entities
Minimal changes to AP Process
Supplier is notified when payment is available
Remittance Advice will be similar to what they receive when they accept an ACH payment
Vendor/Supplier
Bank of America Receives Funds from SAO
Agency Reconciles Statement
BOA Generates Billing Statement
Vendor Processes Transaction
Bank of America (BOA) Funds Card
Agency Creates Voucher
DOAS Issues Virtual Card
Vendor paid by BOA
30 days from invoice
BOA paid by SAO
60-90 days from invoice

9. Virtual Payables Process
TeamWorks
Vendor Management
Location
ACH Default
Accounts Payable
New Accounting Template Default
Payable Chart of Account
Vendor Location/Payment Method
Voucher Placed On Hold
Invoice Date and Payment Terms
Schedule Due Date

10. Virtual Payables Process
TeamWorks
Payment Funding File
Non-Cash File
Exact Authorization
Vendor “Remit To” Change
Reconciliation File
Impact
Schedule Due Date Change
Voucher Taken Off Hold
Payment Message Populated
ACH Payment File
Payment To Bank of America

11. Virtual Payables Process
Shared Services
On Going Support
Works Account Administrator
Modify Vendor Address
Works Account Reconciler
Supplier Payment Advice Generation
Payment Funding File Issues
DocuSign Form (Cancel/Close Requests)
Disable Vendor
TeamWorks
Vendor Management Group

12. Virtual Payables Process
Agency Responsibilities
Monitor and Reconcile Outstanding Payable Account
Contact Vendors
5 Business Days
Cancel/Close Request
TeamWorks Voucher Close
DocuSign Form

13. Virtual Payables – Next Steps
SAO Webinar with Detailed Instructions
Pilot With 7 Suppliers
Go Live Oct. 2017
Additional suppliers added in phases

14. Rebecca Krystopa
DOAS
Purchasing Card Audit Supervisor
(404)
Lisa Eason
Deputy Commissioner, State Purchasing Division
(404)
Monique Simmons
SAO
Deputy State Accounting Officer, Shared Services
(404)