2. 1 RISAIL Automated Approval Process

3. 2 What is the automated approval process? Certain Payment Documents will automatically advance from 4IR (Ready for AP) status to 4IA (approved) status.

4. 3 What Payment Documents are included in the automated approval process? RISAIL Invoices and Direct Pay Documents under $500

5. 4 Are there any exceptions? Payments to AI (Audit Info) Vendors Payments with Vendor Backup Handling Code Payments against Bond Accounts (funds 22&23) Payments against Certificates of Participation-COPs (fund 26) Employee Reimbursement and Petty Cash Payments Credit Memos Batch Imports Corrections Required

6. 5 How will the automated approval process work? Agencies will continue to process payment documents in the RISAIL System. Payment Documents will continue to be signed by an Authorized Agent. Payment Documents will continue to be “Departmentally Approved” within the RISAIL System.

7. 6 Process Continues... Invoices and Direct Pay Documents less than $500 and not “excluded” from the automated approval process must be kept aside. Payment documents greater than or equal to $500 and those that are part of the excluded items should continue to be sent to the Controller’s Office as usual.

8. 7 Ok, So Now I Have These Documents, What’s Next? On a weekly basis, as documents are advanced from 4II (In Progress) to 4IR (Ready for AP) status, they can be considered on “hold” or in “suspense”. Weekly Meaning: Saturday 12:00 midnight to Friday 11:59pm

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10. 9 Each Saturday, the documents on hold will be automatically advanced to 4IA (approved) status. This means, these documents will be part of the Monday morning check process and by approximately 9:00 am, will be in 4IP (paid) status.

11. 10 E M E R G E N C Y ! ! ! If you need a vendor paid immediately, we can still go ahead and manually approve a document less than $500 the old fashioned way.

12. 11 Because the Controller is the Official State Record Keeper... Documents must be kept in order by RISAIL Location (example 68B) and by Department Approver (68MAF000) Payment Documents need to be placed in large envelope(s) A label must be completed and affixed to each envelope, placed on top of the flap.

13. 12 SAMPLE LABEL

14. 13 By 3:00 each Wednesday all payment documents that were part of the previous week’s automated process must be delivered to a specified place/person in the Controller’s Office. You will be given a receipt as confirmation that your documents have been received.

15. 14 Sample Receipt

16. 15 How will I keep track of all of my payment documents? You will have access to two reports that will aid in managing your documents These reports can be found on the Controller’s website

17. 16 The “Potential” Report This report will list all payment documents that have the potential to be automatically advanced to 4IA status. “Potential” simply means that the documents can still be canceled or returned if needed.

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19. 18 The “Actual” Report The Actual Report will list all payment documents that have actually changed to 4IA (approved status) through the automated process. These documents must be included in the document package The Actual Report will be available Saturday morning. Those documents listed as 4IA will be advanced to 4IP on Monday. If a document remains in 4IA status on Monday, most likely the vendor is on Remit Hold. These documents must be included in the document package

20. 19 The Actual Report will list documents that have gone from 4IR or 4IA to a lesser status (4IRT-Returned or 4IC-Canceled) These documents must be NOT be included in the document package The Actual Report

21. 20 Actual Report Part I

22. 21 Actual Report Part II

23. 22 Now What? The Preaudit staff will verify that all document packages have been received. Through reports, audit testing, etc. we will still be reviewing transactions Remember, responsibility ultimately rest with the authorized agent

24. 23 The Benefits You will know when your small dollar transactions will be processed. By eliminating the individual handling and processing of small $ transactions, all vendors will get paid quicker.

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