Administration Training Day Accounting

1. Administration Training DayAccounting

2. GENERAL ACCOUNTING

3. GENERAL ACCOUNTING • Account Receivable • Please copy Accounting on all Billing. Send the information to Accounts.Receivable@dnr.state.ga.us • Subject Line (Invoice – WRD) • Your Program • Type of Receivable (Invoice, Intra-Unit, Inter-Unit)

4. GENERAL ACCOUNTING • Intra Unit • Please use updated form • Must be signed by the Paying Unit • Paying Unit please send to Accounts.Receivable@dnr.state.ga.us • Reference ID will end in IU (1302401IU) • Invoice number will be in the Vend/Cust column on GG reports.

5. GENERAL ACCOUNTING • Inter Unit • Please use updated form • When billing other agency please also send information to Accounts.Receivable@dnr.state.ga.us • IF Accounting sets up an AR and the payments are mailed please have them sent to DNR - Accounting, 2 Martin Luther King Jr. Dr., Suite 1262, Atlanta, GA, 30334. PLEASE DO NOT SEND THESE AR PAYMENTS TO LOCKBOX.

6. GENERAL ACCOUNTING • Revenue/Deposits • All Revenue/Deposits must be sent to Atlanta weekly. Please do not hold Cash/Checks in local office. • Back-up for the Revenue including Credit Card Batch tickets, Direct Journals, Deposit Tickets, and Weekly Reports must be sent to Atlanta weekly also.

7. Questions

8. ACCOUNTS PAYABLE

9. Accounts Payable Today we will Review the following: • Travel Expense Statement • ESS Employee Expense Reimbursement • Petty Cash • Invoice/Voucher Requirements • ACH

10. Accounts Payable Travel Expense Statement Important Fields Page 1 - Employee ID# and Vendor ID# • Type of Travel: In State, Out of State or International Travel • Chartfield Values • Travel Advance • Signatures

11. Accounts Payable Travel Expense Statement Important Fields Page 2 • Reimbursable Expenses • Receipts for items $25+ and all Registration receipts • Miscellaneous Expenses

12. Accounts Payable Travel Expense Statement Important Fields Page 3 • Certifying which vehicle is most advantageous • Commuter Miles • Personal Miles • Mileage Rate

13. Accounts Payable Travel Expense Statement Per Diem Calculator Tool • Destination • Departure/Return Date and Time • 75% Day of Departure/Day of Return • Breakfast/Lunch/Dinner check boxes

14. Accounts Payable Travel Expense Statement Conclusion • Verify that all amounts are correct on Page 1 • Verify all necessary signatures • All supporting receipts/employee reimbursements are attached

15. Accounts Payable ESS Expense Reimbursement • Employees are responsible for all requests, additions and changes • AP can no longer add/update employee vendors • Direct Deposit refers to Payroll and ACH refers to Expense Reimbursement • Data updates are real time – no lag • Only one bank account can be used for Employee Expense Reimbursement

16. Accounts Payable ESS Expense Reimbursement • When your register(new vendor id) or edit(existing vendor id); if you have banking information in direct deposit, the system will not save or send to Financials without banking information

17. Accounts Payable Petty Cash • What is Petty Cash used for? • When should Petty Cash be used? • When should you request that your Petty Cash account be closed?

18. Accounts Payable Invoice/Voucher Requirements • Complete the form. Ex. Vendor#; Vendor Name; Invoice#; Invoice Date; Amount; Chartfields • Signatures • Original Invoices • Duplicate Requests

19. Accounts Payable ACH • ACH vs Checks • Vendor Management Form • General Bank Account or Specific Purpose • Vendor Signature

20. Form 85 • Form 85 reminders: • New Form • Cannot correct a PO using Form 85 • Reason for correction is very important • Do not change the design of the form (don’t hide rows/columns or add formulas) • Identify one contact per section/region to avoid duplicate Forms

22. LABOR DISTRIBUTION

23. Labor Distribution Labor Distribution is based on payroll information Labor Distribution entry can be transferred to your unit Labor distribution details are emailed to Divisions prior to Labor release. Review and submit any changes prior to the deadline stated on the email.

24. Labor Distribution

25. TRANSACTION MONITORING

26. GG Report • Provides details of posted transactions • The Program Area should review the GG and submit Form 85 adjustments monthly. • GG is emailed monthly by Conrad Rosser • The GG can be manipulated in various ways to suit your needs.

27. GG

28. ASSET MANAGEMENT

29. ASSET MANAGEMENT • INVENTORY CLEANUP • GENERAL INVENTORY CLEANUP • VEHICLE SURPLUS • IT CLEAN UP

30. GENERAL INVENTORY CLEANUP • PRIOR REQUESTS NOT PROCESSED • INTRA-AGENCY TRANSFER FORMS NOT ENTERED INTO PEOPLESOFT • SURPLUS ACTION COMPLETED BUT ITEM STILL ON INVENTORY • MISSING OR STOLEN PROPERTY

31. VEHICLE SURPLUS • A new Consolidated Vehicle Surplus Procedures document has been posted to the intranet at: (http://dnrnet.dnr.state.ga.us/>FinancialServices>Asset Management>Administrative Procedures> Consolidated Vehicle Surplus Procedures) • This document reviews the surplus package requirements to expedite the surplus process • Review handouts of the Consolidated Vehicle Surplus Procedures • Questions regarding Vehicle Surplus

33. View and select pictures in email for copying to computer file.

34. Click on photo.JPG attachments and save to a folder you can easily find later.

35. Folder to house PTF’s, Vehicle Inspection forms and Pictures.

36. Double Click on a picture and select Rename to customize the picture’s name.

37. To reduce the pixel count and corresponding size of the photos, right click and select “Edit”.

38. The following screen will appear. Next click “resize”.

39. The following screen will appear. In the 2 boxes under “Custom width X height:” enter 600 and 400 and click OK.

40. IT/COMPUTER EQUIPMENT CLEAN UP • AM NEEDS TO VERIFY IT/COMPUTER INVENTORY BY LOCATION • GAIT/GETS PROCESS DOES NOT REFERENCE THE DNR DECAL NUMBER • IDENTIFY WAYS TO DECREASE CREATIVE RECYCING PICK UP. • QUESTIONS/SUGGESTIONS?