Welcome to the Business Users Group

1. Welcome to theBusiness Users Group Thursday, March 6th, 2008 9:00am – 11:30am

2. Today’s Agenda • Announcements • Presentations ~ Accounting 101 ~ Fixed Assets QRC ~ PO Clean Up ~ Technical Help Page ~ Internal Controls ~ Documentation Procedures • Questions and Answers

3. Announcements • NIS Update (Amy A) • Encumbrances (Julie) • Year End Reminder – FAs cleaned up (Amy W)

4. FIXED ASSET CLEAN UP Unposted Fixed Asset Report No Cost Integrity Report Auditor F/A Listing Report

5. Unposted Fixed Asset Report NIS Menu: Role - Fixed Assets , Fixed Assets > Fixed Assets – Statewide > Integrity Reports > Unposted Fixed Asset Report • All the transactions which have been posted to a 58XX00 in the General Ledger, but have not yet been posted to a fixed asset. • Either Post to a tag # or Pass • A clean report at year-end.

6. No Cost Integrity Report NIS Menu: Role - Fixed Assets, Fixed Assets/Capital Asset Management > Fixed Assets > Fixed Assets – Statewide > Integrity Reports > F/A No Cost Integrity • Lists tag # that have been set-up, but don’t have costs applied. • Apply cost to the tag # or delete tag # • Has to be clean at year-end except for tag #s that are apart of a PO

7. Auditor F/A Listing Report NIS Menu: Role - Fixed Assets, Fixed Assets/Capital Asset Management > Fixed Assets > Fixed Assets – Statewide > Inquiries and Reports > Fixed Asset Reports > Auditor F/A Listing Report • Listing of an Agency's Fixed Assets by Tag Number along with cost, date acquired, location fields, responsible business unit, etc. • Check to make sure all assets are included on the report

8. Accounting 101 Paul Carlson

9. Standard Accounting Rules • Assets – Liabilities = Fund Balance • Assets = Liabilities + Fund Balance • Assets = Liabilities + Fund Balance + Current Year Income – Current Year Expenses

10. Cash vs. Accrual • CASH BASIS • Cash = Total Income – Total Expenses • ACCRUAL BASIS • Cash + Other Assets = Fund Balance + Liabilities + Income - Expenses

11. Cash Flow Statement + - - = = + = = - • Beginning Cash *Collect a Receivable *Payment of Salaries *Purchase a Truck *Increase Petty Cash *Master Lease *Receive Insurance Check *Receive Appropriation *Fund x-fer for Expenses *Buy on Purchase Card • Ending Cash

12. Fixed Assets QRC Amy Archuleta

13. QRC for Fixed Assets Reports Fixed Assets QRC Can be found at http://www.das.state.ne.us/nis/trainingmanuals/810_training_manuals/fa/016_FA_QRC_061229_web.pdf

14. PO Clean Up Amy Wilson

15. PURCHASE ORDER CLEAN UP Allotment Status Report - R5509146A - MREPORT Check the Encumbrance Column Allotment Status Encumbrance Detail – R5509730 NIS Menu: Role - General Accounting, General Accounting - Agencies > Inquiries and Reports > Accounting Reports > Allotment Status Encumbrance Detail Report

16. PURCHASE ORDER CLEAN UP (Cont.) PA Commitment Inquiry NIS Menu: Role – Procurement, Purchasing - Agency > Inquiries & Reports > Purchasing Inquiries > PA Commitment Inquiry In the QBE Account Number column - *Business Unit.Object* Find Highlight first line of PO Row / Order Entry

21. PROBLEMS STATE ACCOUNTING IS SEEING Rounding Negative encumbrance amount on Allotment Status Report Cancel date in the future Reports not the same as PA Commitment Inquiry POs open that should be cancelled – Agency is not going to receive the goods or services

22. FINANCIAL PROBLEMS w/ POs • Send email to State Accounting’s mail-in database using the following link: http://www.das.state.ne.us/accounting/nis/contacts.htm • Select link for Purchasing • Provide in email • Order # • Order Type • Short description of problem

23. Technical Help Page Brian Svik

24. The old Tips & Tricks Page on the NIS Site (www.das.state.ne.us/nis) has become the Technical Help Page Technical Help Page

25. Internal Controls Lynda Roesler

26. State Accounting Internal Control website: http://www.das.state.ne.us/accounting/nis/internal_control.html Internal Controls

27. Documentation Procedures / Internal Controls Kathy Pahre

28. Documentation • Documents must stand alone. Show Your Work. Where did you get your calculations? • All supporting paperwork must be attached to the document so that a person pre-auditing or reviewing the document can see where the numbers come from. • When doing Pre-audit put a (green) tickmark by all of the items you looked at and reviewed. For example on a utility bill: • We aren’t paying taxes. • Amount agrees to the invoice amount • The vendor is correct • The NIS Address Book is correct • Verify the invoice number – this prevents duplicate payments • Verify the date rec’d • The coding is proper • Location is correct – at Dept of Roads we have buildings, yards, rest areas etc. • Standardize your procedures. Documentation Procedures Internal Controls

29. Documentation Make checklists to help you be consistent. We have a checklist for the top 20 types of receipts and how to code them. Another example of documentation: If you are doing a journal entry to fix a problem – Reference the original document that you are fixing. Tell us why you are fixing the document. Was it wrong object code? What was wrong? Documentation Procedures Internal Controls

30. Internal Control • Our goal is to make sure we are following the rules and catch problems before they get paid, rather than during the audit. • Are we following the established rules for travel and conference expenses? • Did we attach the Travel Request? • Did we pay the proper rate? 50.5 cents per mile. • Did we follow the 60 mile rule? • Did the person requesting reimbursement for breakfast leave before 6:30 a.m? • Did we attach the conference agenda? Documentation Procedures Internal Controls

31. Documentation Procedures Internal Controls

32. Documentation Procedures Internal Controls

33. Documentation Procedures Internal Controls

34. Questions & Answers