2014 MUNIS AP Training

1. 2014 MUNIS AP Training Working Smarter not Harder WelcomeAP Contacts & Phone Numbers*New Process for Invoices Keyed in the First Quarter*Invoice Review ChecklistGuidelines for Submitting Invoice Batches Keying an InvoiceKeying a Credit MemoFinding a Vendor in MUNISPaid Invoice InquiryCheck Inquiry  Holding Warrants – Special Mailing RequestsAuditor AP Portal Applications Presented by: Jeff Roose – AP Supervisor jfroose@franklincountyohio.gov 525-7345

2. The Auditor’s Responsibilities and Agency Accountability Accounts Payable Directive: Pursuant to Ohio Revised Code 319.16, warrants shall be issued upon presentation of the proper order or voucher and evidentiary matter for the moneys, and keep a record of all such warrants showing the number, date of issue, amount for which drawn, in whose favor, for what purpose, and on what fund. If the validity of an expenditure is uncertain, the agency who presented the voucher shall be notified. In English, we verify who, what, where, when, and why the expenditure was fulfilled, and then cut a check. Keep in mind, invoices, from time to time, may need to be returned to an agency for clarification; please don’t take it personally, we’re just doing our job. Auditing:We base our internal reviewing practices on recommendations & bulletins from the Ohio Auditor of State (AOS), opinions of the Ohio Attorney General, the Ohio Revised & Administrative Codes, and applicable Federal, State or Local regulations. Presented invoices that do not conform to established policy, reflect indistinct detail, or which may be misconstrued as not having Proper Public Purpose may be returned so that additional substantiation may be provided. Invoices that are unique in nature should be accompanied by an signed memo explaining the special circumstance of the expenditure. Supporting Language: Invoices which do not provide line item detail or that are guaranteed by contract, resolution or grant must include the following verbiage: “I certify that the claims made to (AGENCY) for payment of purchased services are for actual services rendered for eligible and allowable program activities.  The supporting documentation associated with this payment request, is being stored at our office and shall be made available for audit if required.” The invoice also needs to be signed and dated by the individual authorizing the expenditure. Payment Processing: To expedite payment to your vendor, please ensure that your agency’s policy and procedure is being followed and the original invoice contains all the data necessary for our review. Each invoice must also be endorsed and stamped received by authorized personnel. Finally, don’t forget to code batches that require special processing in MUNIS, especially since several alternate payment types have been implemented in the past couple of years.

3. Agency Contacts CAROLYN 525-7387 JANET 525-7389MELISSA 525-5910 ANIMAL CONTROL COMMISSIONERS PROSECUTOR CHILD SUPPORT PURCHASING & FLEET MGMT CT OF APPEALS JFS PFM COMMON PLEAS CT AGING EDP DOMESTIC & JUVENILE CTS AUDITOR HR PROBATE CT DATA CENTER SANITARY ENGINEER CLERK OF COURTS RECORDER HS & JPU MUNICIPAL CT MICROFILM TREASURER MUNICIPAL CLERK CORONER SHERIFF PUBLIC DEFENDER BOE VETERANS SVCS PUBLIC HEALTH ENGINEER SOIL & WATER MORPC ADAMH FCBDD CHILDREN SVCS EMERGENCY MGMT CBCF LAW LIBRARY Sally Damceski is the point of contact for Purchase Order modifications; she also maintains the returned check log & provides copies of submitted invoices & redeemed checks. Contact her at 525-7346 or sxdamces@franklincountyohio.gov. Questions regarding Vendors, W-9s & 1099s should be directed to Jeff Roose at 525-7345 or jfroose@franklincountyohio.gov. Questions regarding Unclaimed Funds should be directed to Melissa Belhorn at 525-5910 or mabelhor@franklincountyohio.gov. MUNIS Technical issues should be directed to the Data Center by phone at 525-3282 or CSC@franklincountyohio.gov. All other MUNIS AP issues should be directed to Jeff Roose or Melissa Belhorn.