Agenda

2. Agenda • Welcome and Introductions • Financial Reporting Update • TeamWorks • Paperless AP • Recovery Audit • Travel • Questions

3. Financial Reporting Update

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

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

6. teamWorks UPdate

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

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

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

10. Paperless A/P

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

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

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)

14. Recovery audit

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.

16. State Travel Initiative

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.   

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.

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!