P-Card and Virtual Payables Lisa Eason, Deputy Commissioner, DOAS Rebecca Krystopa, Audit Manager, DOAS Monique Simmons, Deputy Director, SAO Georgia Fiscal Management Conference October 2017

P-Card Plan Management Policy P-Card Plan Internal Policy Special Approvals Amendments

P-Card Plan Management Implementation of Revised Policy User Security Permissions Administrator should be same in all systems STLs, CLs should match P-Card Plan Internal Policy revisions complete Special approvals sent to SPD for review, processing Provide complete, accurate information Thorough justification Self-Audit due December 1, 2017 SPD has revised process Training will be provided

Joint Project between DOAS and SAO Virtual Payables Joint Project between DOAS and SAO

What is Virtual Payables? An AP card solution that enables payers to convert certain payments to electronic card payments with minimal changes to internal AP processes.

Benefits of Virtual Payables Requires limited changes in current AP processes Eliminates manual processing associated with ghost cards Exact Authorization provides payers with greater control of the payment by restricting the amount the supplier can process, down to the penny. Reduces fraud exposure Financial benefit through improved working capital and cash flow visibility Efficiencies gained in accounts payables through elimination of paper checks and reduced vendor follow- up Improved supplier relationships while maintaining controls in purchasing processes Did you Know? Virtual Payables Benefits: Win-Win for all

Virtual Payables - Who is Impacted? State Entities on TeamWorks Financials Statewide Contract Suppliers Pilot of 7 Potential Suppliers DG Investment Dynamic Security GC&E Systems Group GT Distributors Motorola Solutions OFS Brands Visual Systems Group

Virtual Payables – How it works? TeamWorks Financials Entity DOAS to handle issuing & maintaining SWC Suppliers’ cards SAO to provide reports and reconciliations for all TeamWorks Entities Minimal changes to AP Process Supplier is notified when payment is available Remittance Advice will be similar to what they receive when they accept an ACH payment Vendor/Supplier Bank of America Receives Funds from SAO Agency Reconciles Statement BOA Generates Billing Statement Vendor Processes Transaction Bank of America (BOA) Funds Card Agency Creates Voucher DOAS Issues Virtual Card Vendor paid by BOA 30 days from invoice BOA paid by SAO 60-90 days from invoice

Virtual Payables Process TeamWorks Vendor Management Location 000999 ACH Default Accounts Payable New Accounting Template Default Payable Chart of Account 200013 Vendor Location/Payment Method Voucher Placed On Hold Invoice Date and Payment Terms Schedule Due Date

Virtual Payables Process TeamWorks Payment Funding File Non-Cash File Exact Authorization Vendor “Remit To” Change Reconciliation File Impact Schedule Due Date Change Voucher Taken Off Hold Payment Message Populated ACH Payment File Payment To Bank of America

Virtual Payables Process Shared Services On Going Support Works Account Administrator Modify Vendor Address Works Account Reconciler Supplier Payment Advice Email Generation Payment Funding File Issues DocuSign Form (Cancel/Close Requests) Disable Vendor TeamWorks Vendor Management Group

Virtual Payables Process Agency Responsibilities Monitor and Reconcile Outstanding Payable Account Contact Vendors 5 Business Days Cancel/Close Request TeamWorks Voucher Close DocuSign Form

Virtual Payables – Next Steps SAO Webinar with Detailed Instructions Pilot With 7 Suppliers Go Live Oct. 2017 Additional suppliers added in phases

Rebecca Krystopa DOAS Purchasing Card Audit Supervisor (404) 463-4067 rebecca.krystopa@doas.ga.gov Lisa Eason Deputy Commissioner, State Purchasing Division (404) 656-0934 lisa.eason@doas.ga.gov Monique Simmons SAO Deputy State Accounting Officer, Shared Services (404) 463-4725 monique.simmons@sao.ga.gov