Deposit Agreement Form by tdy12277

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									  Welcome to the
Business Users Group




    Thursday, August 11, 2005
         8:30am – Noon
Today’s Agenda

• Announcements
• Presentations
  –   Purchasing Card/Payroll Card
  –   Encumbrances
  –   What not to do on a Purchase Order
  –   Fixed Asset Trade-ins
  –   CAFR Items
  –   Address Book – W-9s
• Expert Assistance
                         2
Announcements

•   8.10 Upgrade
•   Official NIS Team
•   Year-end Closing Feedback
•   Queues
•   Online Monthly Reports
•   Batches “In Use”



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NIS Team
NIS Administrator                Amy Archuleta
Address Book/AR/Grants           Margo Sawyer
Fixed Assets/AP/                 Stacey Mundt
General Accounting
Procurement/Inventory/Projects   Kay McKay
Human Resources                  Deb Bandiola
Payroll                          Steve Lortz
Training Lead                    Lindsey Miller

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Monthly reports run the Sunday
following the first working day of a month.




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These reports are on the State Accounting
Manual each month.




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Batches “In Use”
Batch Header Information

• A batch number is assigned when the Add
  button is clicked, but the batch is not created
  until the OK button is clicked.
• The Difference Documents and Difference
  Amount fields on the batch header have no
  affect on the posting of the batch
  transactions.



                       8
Batches “In Use”

• A batch will appear “In Use” when:
  –   A batch is being created
  –   The batch is in process of posting
  –   An NIS user has the batch open
  –   An NIS user had the batch open, and was timed
      out of the system
• State Accounting resets all “In Use” batches
  each night.


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Batches “In Use”
• Integrity Reports run each night that:
   – Delete batch headers without transactions
   – Identify transactions without a batch header – State
     Accounting will create the header
• Sometimes it takes a few minutes for the system to
  update the status of a batch.
• Under normal circumstances, please wait until the
  next day if a batch is “In Use”.
• In emergency situations, please check the batch
  again 30 minutes later by clicking find on the
  Review – Work with Batches screen before calling
  the Help Desk.

                              10
Purchasing Card
Purpose of Purchasing Card

• Save time on small purchases
• Ease of purchase
• Potential rebates




                    12
Purchasing Card Usage

• Need to eliminate unused cards
  – Will enhance rebate
• How to increase usage
• Potential vendors
• Blocked MCC codes




                          13
Purchasing Card

• Accounting for purchases
• P-card “competitors”




                    14
Payroll Card
Payroll Card

• Current Response
• Benefits of using Payroll Card
  – State
  – Employee




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Payroll Card – Expense Reimbursement

• If employee indicates on Direct Deposit
  Agreement form they want to use the payroll
  card for expense reimbursement, an email
  must be sent to State Accounting – Address
  Book section when the employee has
  physically received their payroll card in the
  mail.



                      17
Payroll Card

• How have you been encouraging usage?
• Problems?
• How can we help you?




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Encumbrances
KEY DATES
• July 5 – August 31
      Enter Vouchers
• August 31
      Certified Encumbrance Report
• September 9
      Agency Director signed copy of Certified
      Encumbrance Report due to State Accounting
• September 23
      State Budget Re-Appropriation
• September 28
      State Accounting Load Budget Status

                       20
Schedule
•   July 5 – August 31
    Enter Vouchers and Manual Encumbrances.
•   August 29, 2005
    Post the August 26, 2005 State Wide Biennial Carryover Report
    on the State Accounting website for review. Review carefully to
    ensure it is accurate.
•   August 31
    Certified Biennial Carryover Report
•   September 1, 2005
    After month end close, run the Certified Biennial Carryover Report.
•   September 2, 2005
    Post the August 31, 2005 State Wide Certified Biennial Carryover
    Report
    on the State Accounting website. Print off your page for your Director’
    s Certification.
    Make sure the Encumbrance Detail Report agrees with your Biennial
    Carryover Report.

                                   21
Schedule

• September 9
  Agency Director signed copy of Certified Encumbrance Report
  due to State Accounting.
• September 23
  State Budget Re-Appropriation
• September 28
  State Accounting Load Budget Status
• October 1, 2005
  After notification from State Accounting, liquidate (void) manual
  encumbrances.




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How to get to the
Encumbrance Detail Report
from the General Accounting
Role:
General Accounting – Agencies >
Inquiries & Reports > Accounting
Reports > Financial Reports >
Other Budget Reports

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How to get to the Encumbrance
Detail Report from the Budget
Role:
Agency Budget Menu > Agency
Budget Management > Inquiries &
Reports > Accounting Reports >
Financial Reports > Other Budget
Reports


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25
• Do not change ANYTHING on Data
  Selection.




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                     Ending Fiscal Year is
                     the year just completed.


                     Transactions dated through
                     the Last transaction date
                     will be selected.



Remember to enter
your Agency Number




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• On the Printer Selection window, click the
  Document Setup tab.




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• Ensure the CSV (Comma Delimited) option is
  marked with a checkmark.




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     $1,056.22




     $9,478.97




     $19,294.64




30
                 $19,294.64
$1,056.22




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There are four ways in NIS to
identify prior year obligations:
• Prior Year Voucher Without P.O.
 (P9 transaction created in expense accounts)
• Prior Year Voucher With P.O.
 (P9 transaction in the Received not Voucher Payable)

• Manual Encumbrance
 (J9 transaction created in Journal Entries)
• Automatic Encumbrance
 (Purchase Order Transaction)


                             32
Trouble Shooting Encumbrances
   Manual Encumbrances not created with a document type J9.
   Manual Payroll Encumbrance
   Prior Year Obligation entered as a PV document type – not
    showing up on the Encumbrance Reports.
   Current Year Obligation entered as a P9 document type –
    showing up on the Encumbrance Reports.
   Purchase Order at June 30, 2005 is for the incorrect amount
    or is not valid and is showing up on the Encumbrance
    Reports.
   Amount recorded for a Purchase Order or payable is
    incorrect.



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• Entering a Journal Entry from the Agency
  Budget Menu




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• Need to add “J9” in the Doc Type/No/Co field.
• Ledger Type “PB” will automatically populate.



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• Entering a Journal Entry from the General
  Accounting – Agencies menu.




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• Need to add “J9” in the Doc Type/No/Co field.
• Need to change Ledger Type from “AA” to
  “PB”.


                     37
Manual Encumbrances
  Manual Encumbrances affect the current authority.
   You will see them on your allotment status and budget status until
   they are liquidated after the certification process.
  Manual Encumbrances can be used to offset other
   encumbrances.
   If a purchase order for June 30, 2005 has the incorrect amount or
   should not have been open at June 30, a negative manual
   encumbrance (credit amount) can be used to offset the
   encumbrance.
   If a document is incorrectly created as a prior year obligation (a P9
   document) a negative manual encumbrance (credit amount) can be
   used to offset the encumbrance.
   If a document is incorrectly created as a current year obligation (a
   PV document) a manual encumbrance (debit amount) can be used
   to create the encumbrance.
  A negative manual encumbrance will show on your current
   allotment status as a negative amount.
                               38
Payroll Manual Encumbrance

• STEP1:
  FIND YOUR PAYROLL BATCH NUMBER

• STEP 2:
  EXPORT YOUR PAYROLL JOURNAL
  ENTRY DATA
• STEP 3:
  IMPORT THE MANUAL ENCUMBRANCE

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What NOT to do on a Purchase Order
Changing Account Number

•   Changing any part of the account number on
    a detail line(s) of an open purchase order
    with any receiving activity will cause major
    encumbrance issues.
•   This applies to receiving throughout the
    year.




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                                               The Account number
                                               includes the Business
                                               Unit, Object Account,
                                               and Subsidiary. Also
                                               pay special attention
                                               to the Subledger field.




• If you need to change the account number (business unit, object
  account, subsidiary, or subledger), you must cancel the original
  line on the purchase order and create a new line on the same
  purchase order with the correct account number.
                                42
Changing Subledgers
•   When changing subledgers (structured or
    unstructured) on a detail line(s) of a purchase order,
    you must cancel the original line on the purchase
    order and create a new line on the same purchase
    order with the correct account number.
•   This includes adding a subledger to a detail line(s)
    on a purchase order (which was previously blank)
    after a fiscal year has closed or in the middle of the
    receiving process.



                          43
Entering a Purchase Order


                            Do not enter a
                            Preferred order
                            number in this
                            field. The system
                            will assign a number
                            when the document
                            is created.




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Generating a Purchase Order




  Do not enter a preferred order number in this
   field. The system will assign a number once
   the document is created.




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Reversing Receipts

• Please follow the receipt and reverse receipt
  processes which are documented in the NIS
  Procurement Training Manuals (specifically
  the Reversing Receipts instructions).
• The receipt and reverse receipt process must
  be completed per the work instructions before
  any changes or cancellations are made to the
  purchase order document.


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Receipt (O) Batches

•   NEVER void an “O” (receipt or reverse
    receipt) batch without prior communication
    with the NIS Team.
•   Do not change any part of “O” (receipt or
    reverse receipt) batch manually via the
    Journal Entries with Debit/Credit Format
    application. This includes, but is not limited
    to, the account number, amounts, purchase
    order number, etc.

                       47
                               Entering a journal entry
                               to correct Received Not
                               Vouchered Report




• The Purchase Order field is 8-digits, so a 5-digit
  purchase order number must include 3 leading zeros
  (example – purchase order #12345 must be
  00012345 in a correcting journal entry)
• The document type must be all capital letters
  (example – document type OP must be OP, not Op
  or op)
                        48
Fixed Asset Trade-ins
Trade-In Procedures
• State statutes and policy require that any
  purchase involving trade in of State of
  Nebraska property be approved in advance
  by DAS Materiel Division – State Purchasing
  and Surplus Property.
• The Materiel Administrator is the sole
  authority for approving all trade-ins of state
  property. The surplus property manager will
  advise the Materiel Administrator on the
  feasibility of all trade-ins.

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Requesting Trade-in of Property

• Submit a requisition to state purchasing in the
  NIS system.
  – The surplus document (SPN) and supporting
    documentation will be included as header
    attachments to the requisition.
• This procedure must be followed regardless
  of whether the property being traded-in is a
  fixed asset within the NIS system.


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Information needed to process the
request:
 • Age of the equipment being traded
 • Subjective appraisal of the equipment
 • Dollar amount being offered as trade-in with
   supporting documentation of bids if applicable




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         Fixed Assets

Year-end Processes and Reminders
  Fixed Asset - Year-end Processes and
  Reminders
• By Statute, Year-end Report is due to Materiel Administrator
  (State Surplus Property Manager) no later than August 31,
  2005.
• Report MUST be run with an “as of date” of June 30, 2005.
    – If this date is not on the report it will be returned to the agency to be
      “re-run”.
• Agencies are not responsible for verifying items in a “pending
  status”. All items unable to be located should be indicated with
  a “UL” status.
• Agencies should review and reconcile the following reports on a
  regular basis throughout the fiscal year (at least monthly) :
    –   Unposted Fixed Asset Transactions
    –   No Cost Integrity Report



                                    56
Items to be submitted with year-end
Report are:
• Auditors Fixed Asset Listing Report (either by
  tag # or location)
• Memorandum transmitting the report stating
  that the physical inventory has been
  completed (with any exceptions noted)
• A copy of the agency’s capitalization policy
  with any exceptions (or statement that they
  are abiding by the DAS recommended
  threshold of $1,500.

                      57
CAFR Items
Financial Reporting Package


• Due to State Accounting by August 15

• Questions about completing contact Amy
  Wilson 471-0616




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Schedule of Expenditures of
Federal Awards (SEFA)

• Due to State Accounting by August 12

• Questions about completing contact Amy
  Wilson 471-0616




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Address Book

  W-9 Forms
W-9 Forms

• W-9 forms are to be submitted in advance of
  a vendor being added to the NIS Address
  Book.
• The agency may still enter all of the vendor
  information in the Address Book HTML
  request form, but the request will be placed
  on temporary hold until the completed W-9
  form is sent to State Accounting via email, fax
  or regular mail.

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When is a W-9 form Needed?

• New business
• New location for already existing business
• Change of business name or Tax ID
• Business is operating under an individual’s
  SSN.
• Navigate to the IRS website to find the W-9
  form



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When is a W-9 form Needed?

• Foreign vendors are exempt.
• Only applies to “PP” (Payee/Payable) and “V”
  (Vendor) Address Book search type records.
• A W-9 form is not required to set up
  individuals with a “PP” or “V” Address Book
  record. However, their SSN is required on
  the Address Book HTML request form.
• Individuals being paid for contractual services
  will need to complete a W-9 form.
                      64
Expert Assistance
Expert Assistance

• Please visit an expert in the room to discuss
  questions and issues.

  Fixed Assets – Lynda Roesler and Gregg Yaussi
  Accounts Payable (and PO’s) – Stacey Mundt
  Grants, Accounts Receivable, and Address Book
    – Ron Carlson, Margo Saywer, Dee Ward
  CAFR – Amy Wilson



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   Thank you for coming!

Please remember to fill out an evaluation!

								
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