CFO MeetingFebruary 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. 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 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 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,

ahall@sao.ga.gov

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 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 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 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!

Page 20