1. April 2013Administration Administration Training Day Accounting

2. Department of Natural Resources GENERAL ACCOUNTING

3. Department of Natural Resources GENERAL ACCOUNTING Account Receivable oPlease copy Accounting on all Billing. Send the information to Accounts.Receivable@dnr.state.ga.us oSubject Line (Invoice – WRD) Your Program Type of Receivable (Invoice, Intra-Unit, Inter-Unit)

4. Department of Natural Resources GENERAL ACCOUNTING Intra Unit oPlease use updated form oMust be signed by the Paying Unit oPaying Unit please send to Accounts.Receivable@dnr.state.ga.us oReference ID will end in IU (1302401IU) oInvoice number will be in the Vend/Cust column on GG reports.

5. Department of Natural Resources GENERAL ACCOUNTING Inter Unit oPlease use updated form oWhen billing other agency please also send information to Accounts.Receivable@dnr.state.ga.us Accounts.Receivable@dnr.state.ga.us oIF Accounting sets up an AR and the payments are mailed please have them sent to DNR - Accounting, 2 Martin Luther King Jr. Dr., Suite 1262, Atlanta, GA, 30334. PLEASE DO NOT SEND THESE AR PAYMENTS TO LOCKBOX.

6. Department of Natural Resources GENERAL ACCOUNTING Revenue/Deposits oAll Revenue/Deposits must be sent to Atlanta weekly. Please do not hold Cash/Checks in local office. oBack-up for the Revenue including Credit Card Batch tickets, Direct Journals, Deposit Tickets, and Weekly Reports must be sent to Atlanta weekly also.

7. Department of Natural Resources Questions

8. Department of Natural Resources ACCOUNTS PAYABLE

9. Department of Natural Resources Accounts Payable Today we will Review the following:  Travel Expense Statement  ESS Employee Expense Reimbursement  Petty Cash  Invoice/Voucher Requirements  ACH

10. Department of Natural Resources Accounts Payable Travel Expense Statement Important Fields Page 1 - Employee ID# and Vendor ID# -Type of Travel: In State, Out of State or International Travel -Chartfield Values -Travel Advance -Signatures

11. Department of Natural Resources Accounts Payable Travel Expense Statement Important Fields Page 2 -Reimbursable Expenses -Receipts for items $25+ and all Registration receipts -Miscellaneous Expenses

12. Department of Natural Resources Accounts Payable Travel Expense Statement Important Fields Page 3 -Certifying which vehicle is most advantageous -Commuter Miles -Personal Miles -Mileage Rate

13. Department of Natural Resources Accounts Payable Travel Expense Statement Per Diem Calculator Tool -Destination -Departure/Return Date and Time -75% Day of Departure/Day of Return -Breakfast/Lunch/Dinner check boxes

14. Department of Natural Resources Accounts Payable Travel Expense Statement Conclusion -Verify that all amounts are correct on Page 1 -Verify all necessary signatures -All supporting receipts/employee reimbursements are attached

15. Department of Natural Resources Accounts Payable ESS Expense Reimbursement -Employees are responsible for all requests, additions and changes -AP can no longer add/update employee vendors -Direct Deposit refers to Payroll and ACH refers to Expense Reimbursement -Data updates are real time – no lag -Only one bank account can be used for Employee Expense Reimbursement

16. Department of Natural Resources Accounts Payable ESS Expense Reimbursement -When your register(new vendor id) or edit(existing vendor id); if you have banking information in direct deposit, the system will not save or send to Financials without banking information

17. Department of Natural Resources Petty Cash -What is Petty Cash used for? -When should Petty Cash be used? -When should you request that your Petty Cash account be closed? Accounts Payable

18. Department of Natural Resources Accounts Payable Invoice/Voucher Requirements -Complete the form. Ex. Vendor#; Vendor Name; Invoice#; Invoice Date; Amount; Chartfields -Signatures -Original Invoices -Duplicate Requests

19. Department of Natural Resources Accounts Payable ACH -ACH vs Checks -Vendor Management Form -General Bank Account or Specific Purpose -Vendor Signature

20. Department of Natural Resources Form 85 Form 85 reminders: 1.New Form 2.Cannot correct a PO using Form 85 3.Reason for correction is very important 4.Do not change the design of the form (don’t hide rows/columns or add formulas) 5.Identify one contact per section/region to avoid duplicate Forms

21. Department of Natural Resources

22. LABOR DISTRIBUTION

23. Department of Natural Resources Labor Distribution is based on payroll information Labor Distribution entry can be transferred to your unit Labor distribution details are emailed to Divisions prior to Labor release.  Review and submit any changes prior to the deadline stated on the email. Labor Distribution

24. Department of Natural Resources Labor Distribution

25. Department of Natural Resources TRANSACTION MONITORING

26. Department of Natural Resources GG Report Provides details of posted transactions The Program Area should review the GG and submit Form 85 adjustments monthly. GG is emailed monthly by Conrad Rosser The GG can be manipulated in various ways to suit your needs.

27. Department of Natural Resources GG Division(All) Per(All) Program(All) FSrc(All) Sum of AmountSrc BudgtRefProjectAcctAPARARDENCLDMANPOGrand Total 041010126150010.00 041010256270490.00 6510038,602.750.00(8,602.75)0.00 0630643800116,323.00(7,192.87)9,130.13 065556190010.00 069192044310010.00 073366480020.00 073486536000.00 079002056150010.00 079202056536000.00 079377036536000.00 079444034310010.00 07945202431001(21,827.86) 079992016540010.00 079992026540010.00 079992036530010.00 6540010.00 079992046530010.00

28. April 2013Administration ASSET MANAGEMENT

29. Department of Natural Resources ASSET MANAGEMENT INVENTORY CLEANUP  GENERAL INVENTORY CLEANUP  VEHICLE SURPLUS  IT CLEAN UP

30. Department of Natural Resources GENERAL INVENTORY CLEANUP PRIOR REQUESTS NOT PROCESSED o INTRA-AGENCY TRANSFER FORMS NOT ENTERED INTO PEOPLESOFT o SURPLUS ACTION COMPLETED BUT ITEM STILL ON INVENTORY o MISSING OR STOLEN PROPERTY

31. Department of Natural Resources VEHICLE SURPLUS A new Consolidated Vehicle Surplus Procedures document has been posted to the intranet at: (http://dnrnet.dnr.state.ga.us/>Financial Services>Asset Management>Administrative Procedures> Consolidated Vehicle Surplus Procedures)http://dnrnet.dnr.state.ga.us/>Financial Services>Asset Management>Administrative Procedures> Consolidated Vehicle Surplus Procedures) o This document reviews the surplus package requirements to expedite the surplus process o Review handouts of the Consolidated Vehicle Surplus Procedures o Questions regarding Vehicle Surplus

32. Department of Natural Resources

33. View and select pictures in email for copying to computer file.

34. Department of Natural Resources Click on photo.JPG attachments and save to a folder you can easily find later.

35. Department of Natural Resources Folder to house PTF’s, Vehicle Inspection forms and Pictures.

36. Department of Natural Resources Double Click on a picture and select Rename to customize the picture’s name.

37. Department of Natural Resources To reduce the pixel count and corresponding size of the photos, right click and select “Edit”.

38. Department of Natural Resources The following screen will appear. Next click “resize”.

39. Department of Natural Resources The following screen will appear. In the 2 boxes under “Custom width X height:” enter 600 and 400 and click OK.

40. Department of Natural Resources IT/COMPUTER EQUIPMENT CLEAN UP  AM NEEDS TO VERIFY IT/COMPUTER INVENTORY BY LOCATION GAIT/GETS PROCESS DOES NOT REFERENCE THE DNR DECAL NUMBER IDENTIFY WAYS TO DECREASE CREATIVE RECYCING PICK UP. QUESTIONS/SUGGESTIONS?