CFO Meeting February 26, 2013 CFO Meeting February 26, 2013.
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Transcript of 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 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. 60 - Service Concession Arrangements Statement No. 61 The Financial Reporting Entity Statement No. 62 - Codification Statement No. 63 - 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 11th 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 7
TeamWorks Financials Upgrade
► Upgrade Updates New Functionality
Conducted 2 information sessions (Oct & Dec) Recorded videos for information covered Posted spreadsheet at http://sao.georgia.gov/financials
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 4/18 @ 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: 404-657-3956 For questions between now and go-live, contact Amber Hall 404-232-1618,
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 11
Paperless AP
► How are we doing on the overall ACH percentage ? 36% of Payments were ACH for FY2012 43% 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
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 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 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 email.
Page 18
State Travel Initiative
► 3 year plan All agencies on TTE by end of calendar 2015.
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!