Department of Accounts FOCUS Department of Accounts Update May 9, 2006 David A. Von Moll State Comptroller

Department of Accounts Agenda Accounting and Reporting Service Area Structure Payroll Operations E-Commerce Other Systems Initiatives Internal Control Standards

Department of Accounts Accounting and Reporting  GL Review Central review of irregular balances  Petty Cash Reviews Low turnover balances Weak oversight  New Reconciliation Policies Not enough to identify and correct differences between CARS and agency systems Must ensure CARS is correct  Decentralization of Financial Records Reauthorize Memorandums of Understanding (MOUs) Disbursement Reviews

Department of Accounts Accounting and Reporting Cost Recovery Audit $5.9 billion - annual spending subject to review – FY Duplicate/Erroneous CARS Payment File Review (data mining) $257,000 – confirmed to-date by agency, vendor validation pending $113,000 – collected to-date Statement Letter Review (unclaimed credits) $320,000 – confirmed to-date $40,000 – collected to-date Contract Review (price compliance) HE Decentralized for Accounts Payable All data files received – some not yet scanned for duplicates Statement letters – most pending Contract review – pending

Department of Accounts Accounting and Reporting Financial Statement Directive – to be issued May 15, 2006  New FY 06 GASBS No. 42, Accounting and Financial Reporting for Impairment of Capital Assets and for Insurance Recoveries Determine whether impairment has occurred Environmental factors, technological changes, obsolescence Decline in service utility outside normal life cycle Report permanently impaired assets no longer in use at lower of carrying value or fair value with footnote disclosures Recognize Impairment Loss net of insurance recoveries for assets permanently impaired during FY 2006 Restate Beginning Net Assets for assets permanently impaired in prior years and not written down Report Insurance Recoveries for prior year asset impairments (or other recoveries) as program revenue

Department of Accounts Accounting and Reporting  New FY 06 GASBS, continued No. 46, Net Assets Restricted by Enabling Legislation Report portion of net assets that have limitations imposed by enabling legislation as restricted net assets Enabling legislations is clarified to mean a restriction an external party such as citizens, public interest groups or the courts can compel the government to honor No. 47, Accounting for Termination Benefits Recognize liability and expense in accrual-based statements for: Voluntary termination benefits when employees accept offer and amounts can be estimated Involuntary termination benefits when a plan of termination has been approved by management, the plan has been communicated to employees and amounts can be estimated  New Audit Standards

Department of Accounts Service Area Structure Program/Subprogram/Element changing to Program/Service Area/Element for all FY 07 transactions in both CARS, FAACS and CIPPS For CIPPS this means for the June payroll, not before Screen and report changes Interface file layouts will not change other than to rename the Subprogram field However, may want to test CARS interface if agency accounting systems change Payroll Contact – Cathy McGill or see related Payroll Bulletin for more details CARS Contact – Kim White

Department of Accounts Payroll Operations SSN Privacy Plan to convert CIPPS Employee ID from SSN to PMIS/BES “person number” PMIS/CIPPS Interface Name, address, various salary and position information Payroll Debit Card Phased roll-out Foreign Nationals Failure to obtain proper documentation fines - $2,500 Department of Homeland Security (DHS) increasing I-9 audits I-9 training and assistance available: ORP Retirees Imputed Life W-2 reporting

Department of Accounts E-Commerce Payroll Debit Card – 20 agency phased roll-out American Express to GE Mastercard conversion – complete 14,000 P-cards, 5,000 employee travel cards, 200 agency travel cards Web-based training Monthly teleconference PA meetings New oversight tools Eliminate inactive cards Ensure timely payment Monitor card usage Rebate Under-utilization Fee

Department of Accounts Other Systems Initiatives Reportline Mandatory conversions complete Remote Print conversion requests complete or scheduled Lease Accounting System W-2s on Payline Web Site Standards New-look DOA web site: Searchable CAPP Web Accessibility Standards

Department of Accounts Internal Control Standards Agencies and institutions are already required to develop and maintain a… Sound agency internal control framework to ensure: Resources are used efficiently and effectively Commonwealth assets are safeguarded Compliance with laws and regulations Financial reporting is timely and accurate Formal program to assess their agency control framework.  Agency heads must certify to both of these requirements each year.

Department of Accounts Internal control initiatives are intended to… Raise the level of internal control emphasis, resource dedication and proficiency among agencies to achieve best practices contemplated by: Sarbanes-Oxley OMB Circular A-123 COSO/Treadway Commission  COSO – Committee of Sponsoring Organizations – Institute of Internal Auditors, AICPA, and others

Department of Accounts Perspective Standards – 26 pages Implementation Tools – 44 pages Sample Code of Ethics, facilitated workshop plan, risk maps, communications strategies, monitoring activities Evaluation Tools – 87 pages Sample self-assessment tools, control self-assessment techniques, surveys and questionnaires for every CAPP topic

Department of Accounts Types of Issues Raised in ARMICS Feedback Additional resources needed Cost vs. benefits considerations Documentation clarifications needed Internal auditor independence Achievable deadlines Coordinate with related requirements of other central agencies (VITA, DPB, APA, others) Scope and authority issues Simplify and other implementation issues Training and orientation sessions needed

Department of Accounts What’s Next for ARMICS Resolve scope and authority issues Work with DPB to enhance strategic planning process – SWOT Analysis Target initial implementation to fiscal programs

Department of Accounts Questions? David A. Von Moll State Comptroller