RISAIL Automated Approval Process

1. RISAIL Automated Approval Process

2. What is the automated approval process? • Certain Payment Documents will automatically advance from 4IR (Ready for AP) status to 4IA (approved) status.

3. What Payment Documents are included in the automated approval process? • RISAIL Invoices and Direct Pay Documents under $500

4. Are there any exceptions? • Payments to AI (Audit Info) Vendors • Payments with Vendor Backup Handling Code • Payments against Bond Accounts (funds 22&23) • Payments against Certificates of Participation-COPs (fund 26) • Employee Reimbursement and Petty Cash Payments • Credit Memos • Batch Imports • Corrections Required

5. How will the automated approval process work? • Agencies will continue to process payment documents in the RISAIL System. • Payment Documents will continue to be signed by an Authorized Agent. • Payment Documents will continue to be “Departmentally Approved” within the RISAIL System.

6. Process Continues... • Invoices and Direct Pay Documents less than $500 and not “excluded” from the automated approval process must be kept aside. • Payment documents greater than or equal to $500 and those that are part of the excluded items should continue to be sent to the Controller’s Office as usual.

7. Ok, So Now I Have These Documents, What’s Next? On a weekly basis, as documents are advanced from 4II (In Progress) to 4IR (Ready for AP) status, they can be considered on “hold” or in “suspense”. Weekly Meaning: Saturday 12:00 midnight to Friday 11:59pm

9. Each Saturday, the documents on hold will be automatically advanced to 4IA (approved) status. • This means, these documents will be part of the Monday morning check process and by approximately 9:00 am, will be in 4IP (paid) status.

10. E M E R G E N C Y ! ! ! • If you need a vendor paid immediately, we can still go ahead and manually approve a document less than $500 the old fashioned way.

11. Because the Controller is the Official State Record Keeper... • Documents must be kept in order by RISAIL Location (example 68B) and by Department Approver (68MAF000) • Payment Documents need to be placed in large envelope(s) • A label must be completed and affixed to each envelope, placed on top of the flap.

12. SAMPLE LABEL

13. By 3:00 each Wednesday all payment documents that were part of the previous week’s automated process must be delivered to a specified place/person in the Controller’s Office. • You will be given a receipt as confirmation that your documents have been received.

14. Sample Receipt

15. How will I keep track of all of my payment documents? • You will have access to two reports that will aid in managing your documents • These reports can be found on the Controller’s website

16. The “Potential” Report • This report will list all payment documents that have the potential to be automatically advanced to 4IA status. • “Potential” simply means that the documents can still be canceled or returned if needed.

18. The “Actual” Report • The Actual Report will list all payment documents that have actually changed to 4IA (approved status) through the automated process. • These documents must be included in the document package • The Actual Report will be available Saturday morning. Those documents listed as 4IA will be advanced to 4IP on Monday. If a document remains in 4IA status on Monday, most likely the vendor is on Remit Hold. • These documents must be included in the document package

19. The Actual Report • The Actual Report will list documents that have gone from 4IR or 4IA to a lesser status (4IRT-Returned or 4IC-Canceled) • These documents must be NOT be included in the document package

20. Actual Report Part I

21. Actual Report Part II

22. Now What? • The Preaudit staff will verify that all document packages have been received. • Through reports, audit testing, etc. we will still be reviewing transactions • Remember, responsibility ultimately rest with the authorized agent

23. The Benefits • You will know when your small dollar transactions will be processed. • By eliminating the individual handling and processing of small $ transactions, all vendors will get paid quicker.