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SFS Accounts Payable and Travel Expense Overview

Agenda. Overview ObjectivesReady, Set, Go-Live!AP and T

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SFS Accounts Payable and Travel Expense Overview

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    1. SFS Accounts Payable and Travel & Expense Overview May 2011 Opening – Ruth Ella/Michael McDermottOpening – Ruth Ella/Michael McDermott

    2. Agenda Overview Objectives Ready, Set, Go-Live! AP and T&E Processes SFS Resources Michael McDermottMichael McDermott

    3. Communicate SFS business process and organizational benefits and impacts Business Process Flows Provide a view of the end-to-end future state of the SFS Purchasing module System screen shots Identify resources to help end users understand and utilize SFS Overview Objectives

    4. Ready, Set, “Go-Live!” Conversion: Reconciliation & Validation Late May-Mid August Inputs and Outputs will be provided to all Agencies on the SFS website. Agencies expected to work with OSC data owners to resolve conversion defects Training: Agency training July-November 2011 CAS Processing ends 9/30/2011 Cutover: 10/1/2011-10/15/2011 SFS “Go-Live”: 10/16/2011

    5. Accounts Payable and Travel & Expense Processes

    6. Michael McDermottMichael McDermott

    7. Business Benefits – Accounts Payable Speaker’s note: For last benefit, reference making changes in the system entry, i.e. journal voucher in AP rather than a journal in GLSpeaker’s note: For last benefit, reference making changes in the system entry, i.e. journal voucher in AP rather than a journal in GL

    8. Bulkload Agency Impacts

    9. AP Overview Flow Speaker note: Talk to how different voucher types are processed through workflow, i.e. regular voucher versus journal voucher.Speaker note: Talk to how different voucher types are processed through workflow, i.e. regular voucher versus journal voucher.

    10. Michael McDermottMichael McDermott

    11. Michael McDermottMichael McDermott

    12. AP Voucher Types The SFS will maintain the following types of AP vouchers: Regular Voucher – Used for entering both non-PO vouchers and PO related vouchers to vendors. Will also include interagency payments. Journal Voucher – Used for correcting accounting entries on a posted or paid voucher.  Journal vouchers are used instead of creating accounting entries directly in the general ledger. Prepaid Voucher – Used for entering prepayments (down payments, progress payments, or deposits).  Prepaid vouchers will be used to make P-Card Citibank credit card payments.

    13. AP Voucher Types (continued) The SFS will maintain the following types of AP vouchers: Single Payment Voucher – Used for entering a voucher for a Payee without having to identify a valid vendor in the statewide vendor file.  Such payments as crime victims, jury duty payments, Inmates, certain refunds, and other assistance types. OSC must approve the use of single payment vouchers for specific payment types. Template Voucher – Used for creating a template for generating regular vouchers with similar information. Recurring Voucher – Used for the automatic payment of recurring vouchers for the exact same vendor with the exact same information. Adjustment Voucher – Used for entering credit or debit memos, or for relating one voucher to another.  This type of voucher is also used for refund of appropriation transactions.

    14. AP Voucher Entry Flow

    15. Voucher Menu - Add a New Value Tab

    16. Invoice Information Tab

    17. Invoice Information Tab continued

    18. Voucher Payment Page

    19. AP Voucher – MIR Date The MIR date will systematically calculate the MIR Date The MIR date will be calculated based on the latest of Invoice Received Date, latest merchandise Received Date, and the latest merchandise Inspection date. System will use all dates when applicable Invoice Received date can be modified to effect the MIR Date when required

    20. AP Voucher Entry Summary

    21. AP Voucher Entry Summary Speaker note – For impact #7, reference that each agency may have a difference policy/practice for the timing of credit card payments.Speaker note – For impact #7, reference that each agency may have a difference policy/practice for the timing of credit card payments.

    22. Michael McDermottMichael McDermott

    23. AP Agency Approval Workflow

    25. AP Voucher Approval

    26. Voucher Approval Tab – OSC Approved

    27. AP Approval Summary

    28. Michael McDermottMichael McDermott

    29. Voucher Menu – Find an Existing Value Tab with Values

    30. Related Documents Tab

    31. Error Summary Page

    32. Match Status Exception – Summary Tab

    33. Match Exception Workbench Details

    34. Match Exception Processing

    35. Budget Check for Vouchers Results

    36. Voucher Exceptions Tab

    37. Budget Exception Processing

    38. Michael McDermottMichael McDermott

    39. Business Benefits – Travel and Expense

    40. Bulkload Agency Impacts

    41. Definitions for Travel and Expense

    42. Michael McDermottMichael McDermott

    43. Michael McDermottMichael McDermott

    44. SFS Business Process Flow: Travel Authorization Overview

    45. Create Travel Authorization

    46. Expense Location Look Up

    47. Expense Location Look Up By selecting the default location on the expense reporter header, the location will default into each expense line when per diem rates are being used If multiple locations apply on an expense report, the location can be selected for each expense line

    48. Expense Type Detail

    49. Expense Type Distribution

    50. Travel Authorization Summary Speaker’s note: SFS side of Impact #2 - Callout that this is only to facilitate workflow. All existing and updated documentation policies still apply.Speaker’s note: SFS side of Impact #2 - Callout that this is only to facilitate workflow. All existing and updated documentation policies still apply.

    51. Michael McDermottMichael McDermott

    52. Michael McDermottMichael McDermott

    53. SFS Business Process Flow: Expense Report Overview

    54. Create Expense Report

    55. Apply My Wallet Transaction to EX

    56. Confirmation of Submission

    57. Michael McDermottMichael McDermott

    58. Worklist View

    59. Supervisor Review

    60. Expense Report Denied

    61. Michael McDermottMichael McDermott

    62. Review Employee Expense Payments

    63. View of Employee Data

    64. Organizational Data

    65. User Defaults

    66. Corporate Card Information

    67. Employee/Traveler Administration Certain information on the employee profile will be populated and controlled by their payroll record, such as: Name Address Bank Account for ACH Employee ID Certain information will be managed in SFS by an agency administrator, such as: Supervisor Official Station Default chartfield information Credit Card information

    68. Report of Un-reconciled T-card Charges Report Layout

    69. Expense Reports Summary

    70. Travel Card Summary

    71. Employee Self Serve Employee’s will be able to view their own expense document statuses online provided they are granted system access. Employee’s will be able to see: Document status (including approval level) Payment information Expense Report history

    72. Review Employee Expense History

    73. Detail of ACH Payment

    74. Detail of Check Payment

    75. SFS Resources for Purchasing UAT: Late May-August Additional details and UAT kick off information will be sent out later this month Training and Job Aids End User Training Coming in July! Training Course and Job Aid descriptions available on the SFS website http://www.sfs.ny.gov/training/agency_user_page.htm

    76. SFS Resources

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