Disbursements

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					                                                                                                                                           Role Design and Impact

“To Be”
                                                Generate Disbursements
Redesigned Role
Business Area: Disbursements                                                          MARS Roadmap: Disbursements

                               Role Description                                                                                      Key Activities

   To generate payment to a vendor                                                                 Print check locally from MARS
                                                                                                   Print check from Imprest Cash




                                                                                Detailed Activities

   Print check locally from MARS:
   •Determine bank account or funding source
   •On-line entry into Advantage
   •Obtain approval from agency
   •Agency print checks
   •Agency sign checks
   •Distribute checks

   Print check from Imprest Cash:
   •Identify or receive need to cut check
   •On-line entry into KICS
   •KICS prints check
   •Agency sign check
   •Distribute to vendor
   •Create reimbursement through KICS (in future will link to establish payable)
   •Reconcile to bank statement


Notes:
Bold, italic text indicates activities supported and/or facilitated to a significant degree by MARS.                                                                     1
“*” Indicates activity for which significant reductions in time and/or effort to complete are expected due to automation and/or streamlined processes.
“(F)”Indicates activities that are dependent upon agency structure and/or agency willingness to “push” accountability to the field.                      LSME: A. Whitenack
                                                                                                        Role Design and Impact



                       Current to New Role Comparison for Role: Generate Disbursements

                                                                                          Activities No Longer Performed
                  Activities That Remain the Same
                                                                                  •Hand carry document to Division of Accounts

  •Print check from Imprest Cash:
  •Identify or receive need to cut check
  •On-line entry into KICS
  •KICS prints check
  •Agency sign check
  •Distribute to vendor                                                                             Definition of Terms
  •Create reimbursement through KICS (in future will link to establish payable)   N/A
  •Reconcile to bank statement

                                                                                                          Timing
                                                                                  July 1, 1999


                                                                                                 Training and Skills Needs
                           Changed Activities
                                                                                  MARS External Vendor Payments Processing,
•On-line entry into Advantage         Print check locally from MARS:              Internal Payments, and Automated Disbursements
•Monitor status on-line               •Determine bank account
                                      •Agency print checks                        Prerequisites:
                                      •Agency sign checks                         MARS Computer Based Training
                                                                                  MARS Computer Literacy Training
                                                                                                                                   2
                                                                                                                LSME: A. Whitenack
                                                                                                                    Role Design and Impact


                       Current to New Role Comparison for Role: Generate Disbursements

                                                               Additional Notes


 •Actual generation of payment to the vendor will be done by the fiscal shop/ business office
 •Overall the process should be less manual and easier to access




                  Documents Relevant to Role                                                                   Template Key
                                                                              Activities that will be completed via MARS have been highlighted through the use of
     MARS Documents                    Documents Formerly Used                italic, bold font.
                                                                              Activities that are dependent upon agency structure and/or agency willingness to
Vendor Payment Voucher (P1)            DOA-07: Inter-Account Bill [1]         “push” accountability out to the field are identified with an “(F)”.
Manual Warrant (MW)                    DOA-11: Report and Proof of Loss [2]
Multiple Vendor Payment Voucher (MP)   DOA-27: Payroll Voucher                Activities for which significant reductions in time and/or effort required are expected to
                                                                              result from automation and/or process streamlining are indicated with an “*”.
Multi-Payee Voucher (PVV)
Internal Voucher (II) [1, 2]                                                  Detail activities are grouped according to the key activity (underlined) they support.
Expense Transfer (IX) [1]                                                     MARS documents are cross-referenced (by number) to the document(s) they replace.
Job Control (JB)                                                              For more information on the process flow for activities regarding this area, please
Job Charges (JC)                                                              consult the MARS Roadmap document cited. Roadmaps may be found at
Check Cancellation (CX)                                                       http://www.state.ky.us/agencies/adm/mars/marssua.htm.
                                                                              For more training guidance, please consult the MARS Training Curriculum, which will
                                                                              be posted to the MARS page of the Simplified Administrative Services Web site at
                                                                              http://www.state.ky.us/agencies/adm/mars/mars.htm.

                                                                                                                                                             3
                                                                                                                                 LSME: A. Whitenack
                                                                                                                                           Role Design and Impact

“To Be”
                                                Request Immediate Check from Treasury
Redesigned Role
Business Area: Disbursements                                                          MARS Roadmap: Disbursements

                               Role Description                                                                                      Key Activities

To generate payment to a vendor                                                                    Request immediate check from Treasury




                                                                                Detailed Activities

     Request immediate check from Treasury:
     •Determine bank account or funding source
     •Identify or receive need to request check from Treasury
     immediately
     •On-line entry into Advantage
     •Obtain approval from agency
     •Obtain F&A approval
     •Obtain Treasury Approval
     •Treasury Print Checks
     •Monitor status on-line
     •Pick up Checks




Notes:
Bold, italic text indicates activities supported and/or facilitated to a significant degree by MARS.                                                                     4
“*” Indicates activity for which significant reductions in time and/or effort to complete are expected due to automation and/or streamlined processes.
“(F)”Indicates activities that are dependent upon agency structure and/or agency willingness to “push” accountability to the field.                      LSME: A. Whitenack
                                                                                    Role Design and Impact



            Current to New Role Comparison for Role: Request Immediate Check from Treasury

                                                                      Activities No Longer Performed
                    Activities That Remain the Same
                                                              •Hand carry document to Division of Accounts

   Request immediate check from Treasury:
   •Determine bank account or funding source
   •Identify or receive need to request check from Treasury
   immediately
   •Obtain approval from agency
   •Obtain F&A approval
   •Obtain Treasury Approval                                                    Definition of Terms
   •Treasury Print Checks                                     N/A
   •Pick up Checks


                                                                                      Timing
                                                              July 1, 1999


                                                                             Training and Skills Needs
                               Changed Activities
                                                              MARS External Vendor Payments Processing,
•On-line entry into Advantage                                 Internal Payments, and Automated Disbursements
•Monitor status on-line
                                                              Prerequisites:
                                                              MARS Computer Based Training
                                                              MARS Computer Literacy Training
                                                                                                               5
                                                                                            LSME: A. Whitenack
                                                                                                                    Role Design and Impact


           Current to New Role Comparison for Role: Request Immediate Check from Treasury

                                                                 Additional Notes


 •Actual generation of payment to the vendor will be done by the fiscal shop/ business office
 •Overall the process should be less manual and easier to access




                  Documents Relevant to Role                                                                   Template Key
                                                                              Activities that will be completed via MARS have been highlighted through the use of
     MARS Documents                     Documents Formerly Used               italic, bold font.
                                                                              Activities that are dependent upon agency structure and/or agency willingness to
Vendor Payment Voucher (P1)            DOA-07: Inter-Account Bill [1]         “push” accountability out to the field are identified with an “(F)”.
Manual Warrant (MW)                    DOA-11: Report and Proof of Loss [2]
Multiple Vendor Payment Voucher (MP)   DOA-27: Payroll Voucher                Activities for which significant reductions in time and/or effort required are expected to
                                                                              result from automation and/or process streamlining are indicated with an “*”.
Multi-Payee Voucher (PVV)
Internal Voucher (II) [1,2]                                                   Detail activities are grouped according to the key activity (underlined) they support.
Expense Transfer (IX) [1]                                                     MARS documents are cross-referenced (by number) to the document(s) they replace.
Job Control (JB)                                                              For more information on the process flow for activities regarding this area, please
Job Charges (JC)                                                              consult the MARS Roadmap document cited. Roadmaps may be found at
Check Cancellation (CX)                                                       http://www.state.ky.us/agencies/adm/mars/marssua.htm.
                                                                              For more training guidance, please consult the MARS Training Curriculum, which will
                                                                              be posted to the MARS page of the Simplified Administrative Services Web site at
                                                                              http://www.state.ky.us/agencies/adm/mars/mars.htm.

                                                                                                                                                             6
                                                                                                                                 LSME: A. Whitenack
                                                                                                                                           Role Design and Impact

“To Be”
                                                Establish Payable (Straight Disbursement)
Redesigned Role
Business Area: Disbursements                                                          MARS Roadmap: Disbursements

                               Role Description                                                                                      Key Activities
                                                                                                   Complete appropriate forms for Disbursement (PD
To record the expense at the point of origin.                                                      Quickpay,
                                                                                                   PD Invoice, Adv. P.V.)



                                                                                Detailed Activities

 Complete appropriate forms for Disbursement (PD Quickpay,
 PD Invoice, Adv. P.V.) :
 •Find Vendor they need to pay in vendor file
 •If vendor is not in file, request vendor using vendor request form in PD; If vendor is denied call CRC
 •Determine amount to pay
 •Determine when payment is to be received by vendor
 •Determine payment method
 •Determine how to pay (use of common codes)
 •Submit for approval
 •Store Shells in system




Notes:
Bold, italic text indicates activities supported and/or facilitated to a significant degree by MARS.                                                                     7
“*” Indicates activity for which significant reductions in time and/or effort to complete are expected due to automation and/or streamlined processes.
“(F)”Indicates activities that are dependent upon agency structure and/or agency willingness to “push” accountability to the field.                      LSME: A. Whitenack
                                                                               Role Design and Impact



           Current to New Role Comparison for Establish Payable (Straight Disbursement)

                                                                   Activities No Longer Performed
              Activities That Remain the Same
                                                         •Paper form completion and submission to Finance
•Get online to complete appropriate form
•Find Vendor they need to pay in vendor file
•Determine amount to pay
•Determine when payment is to be received by vendor                        Definition of Terms
•Determine payment method
•Submit for approval                                     N/A


                                                                                 Timing
                                                         July 1, 1999
                     Changed Activities

•Determine how to pay (use of common codes)                             Training and Skills Needs
•If vendor is not in file, request vendor using vendor   MARS: External Vendor Payments Processing,
request form in PD; If vendor is denied call CRC         Internal Payments, and Automated Disbursements
                                                         MARS Payables

                                                         Prerequisites:
                                                         MARS Computer Literacy Training
                                                         MARS Computer Based Training
                                                                                                           8
                                                                                           LSME: A. Whitenack
                                                                                                                    Role Design and Impact


               Current to New Role Comparison for Establish Payable (Straight Disbursement)

                                                                 Additional Notes


  •Ideally, agencies will push this activity down to the point of origin for it is there that the greatest efficiencies and
  subsequently cost savings will be achieved. Getting to this point may take some time; agencies may initially be recording
  centrally.
  •Ultimately, should no longer require going to a central agency shop for processing and data entry.




                  Documents Relevant to Role                                                                 Template Key
                                                                          Activities that will be completed via MARS have been highlighted through the use of
      MARS Documents                    Documents Formerly Used           italic, bold font.
Vendor Payment Voucher (P1)            DOA-07: Inter-Account Bill [1]     Activities that are dependent upon agency structure and/or agency willingness to
Manual Warrant (MW)                    DOA-11: Report and Proof of Loss   “push” accountability out to the field are identified with an “(F)”.
Multiple Vendor Payment Voucher (MP)
Multi-Payee Voucher (PVV)
                                        [2]                               Activities for which significant reductions in time and/or effort required are expected to
Internal Voucher (II) [1, 2]
                                       DOA-27: Payroll Voucher            result from automation and/or process streamlining are indicated with an “*”.
Expense Transfer (IX) [1]                                                 Detail activities are grouped according to the key activity (underlined) they support.
Job Control (JB)                                                          MARS documents are cross-referenced (by number) to the document(s) they replace.
Job Charges (JC)
Check Cancellation (CX)                                                   For more information on the process flow for activities regarding this area, please
                                                                          consult the MARS Roadmap document cited. Roadmaps may be found at
Advantage P.V.                                                            http://www.state.ky.us/agencies/adm/mars/marssua.htm.
PD Quick Pay                                                              For more training guidance, please consult the MARS Training Curriculum, which will
PD Invoice                                                                be posted to the MARS page of the Simplified Administrative Services Web site at
Vendor Request Form                                                       http://www.state.ky.us/agencies/adm/mars/mars.htm.


                                                                                                                                                            9
                                                                                                                                LSME: A. Whitenack
                                                                                                                                           Role Design and Impact

“To Be”
                                                Establish Recurring Payable (rent, utility bills, phone bills)
Redesigned Role
Business Area: Disbursements                                                          MARS Roadmap: Disbursements

                               Role Description                                                                                     Key Activities


 To record the expense at the point of origin.




                                                                                Detailed Activities


 •Set up in PD or Advantage (see steps for Establish Payable)
 •Determine frequency and establish payment parameters
 •Obtain approval for recurring payment by agency designated individual
 •Receive notice of time for payment
 •Revise payment amount (or other parameters as necessary)
 •Approve & Run




Notes:
Bold, italic text indicates activities supported and/or facilitated to a significant degree by MARS.                                                                    10
“*” Indicates activity for which significant reductions in time and/or effort to complete are expected due to automation and/or streamlined processes.
“(F)”Indicates activities that are dependent upon agency structure and/or agency willingness to “push” accountability to the field.                      LSME: A. Whitenack
                                                                                     Role Design and Impact



 Current to New Role Comparison for Establish Recurring Payable (rent, utility bills, phone bills)

             Activities That Remain the Same                              Activities No Longer Performed


N/A                                                            N/A



                                                                                 Definition of Terms

                                                               N/A

                    Changed Activities
                                                                                       Timing
•Set up in PD or Advantage (see steps for Establish Payable)
•Determine frequency and establish payment parameters          July 1, 1999
•Obtain approval for recurring payment by agency
designated individual                                                         Training and Skills Needs
•Receive notice of time for payment                            MARS External Vendor Payments Processing,
•Revise payment amount (or other parameters as necessary)      Internal Payments, and Automated Disbursements Modules
•Approve & Run                                                 MARS Payables Module

                                                               Prerequisites:
                                                               MARS Computer Based Training
                                                               MARS Computer Literacy Training

                                                                                                                 11
                                                                                                 LSME: A. Whitenack
                                                                                                                        Role Design and Impact



    Current to New Role Comparison for Establish Recurring Payable (rent, utility bills, phone bills)

                                                                  Additional Notes



    •Agency Central Fiscal will do these activities for Central Administration recurring payables
    but should not process for field offices, programmatic areas.
    •To obtain maximum benefit of the system this role should be conducted by individuals in the field and programmatic.




                  Documents Relevant to Role                                                                     Template Key
                                                                              Activities that will be completed via MARS have been highlighted through the use of
      MARS Documents                    Documents Formerly Used               italic, bold font.
Vendor Payment Voucher (P1)            DOA-07: Inter-Account Bill [1]         Activities that are dependent upon agency structure and/or agency willingness to
Manual Warrant (MW)                    DOA-11: Report and Proof of Loss [2]   “push” accountability out to the field are identified with an “(F)”.
Multiple Vendor Payment Voucher (MP)
Multi-Payee Voucher (PVV)
                                       DOA-27: Payroll Voucher                Activities for which significant reductions in time and/or effort required are expected to
Internal Voucher (II) [1,2]                                                   result from automation and/or process streamlining are indicated with an “*”.
Expense Transfer (IX) [1]                                                     Detail activities are grouped according to the key activity (underlined) they support.
Job Control (JB)                                                              MARS documents are cross-referenced (by number) to the document(s) they replace.
Job Charges (JC)
Check Cancellation (CX)                                                       For more information on the process flow for activities regarding this area, please
                                                                              consult the MARS Roadmap document cited. Roadmaps may be found at
Advantage P.V.                                                                http://www.state.ky.us/agencies/adm/mars/marssua.htm.
PD Quick Pay                                                                  For more training guidance, please consult the MARS Training Curriculum, which will
PD Invoice                                                                    be posted to the MARS page of the Simplified Administrative Services Web site at
                                                                              http://www.state.ky.us/agencies/adm/mars/mars.htm.

                                                                                                                                                              12
                                                                                                                                    LSME: A. Whitenack
                                                                                                                                           Role Design and Impact

“To Be”                                         Monitoring and Approval of Disbursements and Payables
Redesigned Role
Business Area: Disbursements                                                          MARS Roadmap: Disbursements

                               Role Description                                                                                     Key Activities

     To monitor and approve disbursements and
     payables




                                                                               Detailed Activities


     •Receive paper invoices from field or program (possibly via a clerk or administrative assistant who organizes them)
     •Receive on-line request for approvals
     •Find invoice, if needed, and determine whether
     to approve
     •Approve invoice
     •If deny, contact appropriate agency or Finance Cabinet
     and requestor
     •Change errors, duplicative entries
     •Payroll processing



Notes:
Bold, italic text indicates activities supported and/or facilitated to a significant degree by MARS.                                                                    13
“*” Indicates activity for which significant reductions in time and/or effort to complete are expected due to automation and/or streamlined processes.
“(F)”Indicates activities that are dependent upon agency structure and/or agency willingness to “push” accountability to the field.                      LSME: A. Whitenack
                                                                                Role Design and Impact



  Current to New Role Comparison for Monitoring and Approval of Disbursements and Payables

                                                                   Activities No Longer Performed
              Activities That Remain the Same


•Receive paper invoices from vendor                       N/A
•Find invoice, if needed, and determine whether
to approve
•If deny, contact appropriate agency or Finance Cabinet                     Definition of Terms
and requestor
                                                          N/A


                                                                                  Timing
                     Changed Activities
                                                          July 1, 1999
•Receive on-line request for approval
•Approve invoice                                                         Training and Skills Needs
•Change errors, duplicative entries                       Prerequisites:
                                                          MARS Computer Literacy Training
                                                          MARS Computer Based Training



                                                                                                      14
                                                                                       LSME: A. Whitenack
                                                                                                                           Role Design and Impact



     Current to New Role Comparison for Monitoring and Approval of Disbursements and Payables

                                                                   Additional Notes


•Clerks or other staff will initiate a pay document and send invoices to the approver. All paper invoices will be checked by the approver.
•Records and/or paper invoices will need to be filed centrally in Frankfort with the agency or at large Division offices throughout the Commonwealth.
Specific policies and procedures are being developed and refined to guide agencies in this process.
•If an agency approver has not yet approved the disbursement or payable, they will be able to change errors without needing to request assistance
from the Finance Cabinet.




                   Documents Relevant to Role                                                                       Template Key
                                                                                 Activities that will be completed via MARS have been highlighted through the use of
       MARS Documents                     Documents Formerly Used                italic, bold font.
Vendor Payment Voucher (P1)             DOA-07: Inter-Account Bill [1]
                                                                                 Activities that are dependent upon agency structure and/or agency willingness to
Manual Warrant (MW)                     DOA-11: Report and Proof of Loss [2]
                                                                                 “push” accountability out to the field are identified with an “(F)”.
Multiple Vendor Payment Voucher (MP)    DOA-27: Payroll Voucher
Multi-Payee Voucher (PVV)                                                        Activities for which significant reductions in time and/or effort required are expected to
Internal Voucher (II) [1, 2]                                                     result from automation and/or process streamlining are indicated with an “*”.
Expense Transfer (IX) [1]                                                        Detail activities are grouped according to the key activity (underlined) they support.
Job Control (JB)                                                                 MARS documents are cross-referenced (by number) to the document(s) they replace.
Job Charges (JC)
                                                                                 For more information on the process flow for activities regarding this area, please
Check Cancellation (CX)
                                                                                 consult the MARS Roadmap document cited. Roadmaps may be found at
                                                                                 http://www.state.ky.us/agencies/adm/mars/marssua.htm.
                                                                                 For more training guidance, please consult the MARS Training Curriculum, which will
                                                                                 be posted to the MARS page of the Simplified Administrative Services Web site at
                                                                                 http://www.state.ky.us/agencies/adm/mars/mars.htm.

                                                                                                                                                                 15
                                                                                                                                       LSME: A. Whitenack
                                                                                                                                           Role Design and Impact

“To Be”                                         Administer Procard in Agency
Redesigned Role
Business Area: Disbursements                                                          MARS Roadmap: Disbursements

                               Role Description                                                                                      Key Activities


To establish ProCards, collect receipts, and                                                          Establish cards
process Procard payments.                                                                             Collect receipts
                                                                                                      Process Procard Payments


                                                                                Detailed Activities


Establish Procard:                                                                                       Process Procard Payments:
•Establish Procard with First Chicago Bank                                                               •Each day get Procard document off of desktop
•Complete relevant Office of Controller forms                                                            •Match receipts to Procard document
•Establish card in MARS with cash holder’s default accounting                                            •Verify accounting information
information in Procurement Desktop                                                                       •Approve Procard
•Monitor usage by card holder                                                                            •Continue to track discrepancies
•Conduct cardholder training

Collect receipts:
•Continue to collect receipts from cardholder


Notes:
Bold, italic text indicates activities supported and/or facilitated to a significant degree by MARS.                                                                    16
“*” Indicates activity for which significant reductions in time and/or effort to complete are expected due to automation and/or streamlined processes.
“(F)”Indicates activities that are dependent upon agency structure and/or agency willingness to “push” accountability to the field.                      LSME: A. Whitenack
                                                                                  Role Design and Impact



                      Current to New Role Comparison for Administer Procard in Agency

                                                                       Activities No Longer Performed
               Activities That Remain the Same

•Establish Procard with First Chicago Bank                  N/A
•Monitor usage by card holder
•Continue to collect receipts from cardholder
•Match receipts to Procard document
•Verify accounting information                                                Definition of Terms
•Continue to track discrepancies
•Run relevant reports*
                                                            N/A
•Identify/correct errors*
•Complete relevant Office of Controller forms
•Conduct cardholder training
                                                                                    Timing
                        Changed Activities
                                                            July 1, 1999
•Establish card in MARS with cash holder’s default
accounting information in Procurement Desktop                              Training and Skills Needs
•Each day get Procard document off of desktop
                                                            MARS: Procurement Card Administrator
•Approve Procard*
                                                            Prerequisites:
                                                            MARS Computer Literacy Training
                                                            MARS Computer Based Training
                                                                                                        17
                                                                                         LSME: A. Whitenack
                            Current to New Role Comparison for Administer Procard in Agency

                                                                             Additional Notes
  •Previously, agencies had to download daily files to monitor Procard activity. Now, such downloads will be done centrally. Agencies will be able to access needed documents
  much like one would access a file on a LAN (local area network). As a result, the retrieval of such information will require far less time than it had prior to MARS.
  •Agencies will continue to create a report similar to the “Settlement Report.” However, doing so is expected to be much easier in MARS than it is now.
  •Agencies and central resources will both bear responsibilities regarding the training of cardholders. Central resources will be responsible for training agency Procurement Card
  administrators and backup staff.
  •The process of identifying and correcting errors is expected to be much less cumbersome in MARS.
  •As soon as card is setup agencies can set up account structure. Previously, agencies had to wait for first activity.
  •Similarly, setup and maintenance will take less time.




                    Documents Relevant to Role                                                                                   Template Key
                                                                                              Activities that will be completed via MARS have been highlighted through the use of
     MARS Documents                            Documents Formerly Used                        italic, bold font.
Procurement Document (PD) [1]                DOA-65: Procurement Card                         Activities that are dependent upon agency structure and/or agency willingness to
Payment Voucher (PV) [1]                     Payment (Automated) [1]                          “push” accountability out to the field are identified with an “(F)”.
                                                                                              Activities for which significant reductions in time and/or effort required are expected to
                                                                                              result from automation and/or process streamlining are indicated with an “*”.
                                                                                              Detail activities are grouped according to the key activity (underlined) they support.
                                                                                              MARS documents are cross-referenced (by number) to the document(s) they replace.
                                                                                              For more information on the process flow for activities regarding this area, please
                                                                                              consult the MARS Roadmap document cited. Roadmaps may be found at
                                                                                              http://www.state.ky.us/agencies/adm/mars/marssua.htm.
                                                                                              For more training guidance, please consult the MARS Training Curriculum, which will
                                                                                              be posted to the MARS page of the Simplified Administrative Services Web site at
                                                                                              http://www.state.ky.us/agencies/adm/mars/mars.htm.



                                                                                                                                                                              18
                                                                                                                                                    LSME: A. Whitenack

				
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