1. August 25, 2009

2.  AOS Accounts Payable Processes  AOS Vendor Processes  AOS IT Processes  AOS General Ledger  Questions 2

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4. 4  Voucher Audit Points  Voucher Approve/Deny Procedure  AP Packet Guidelines  Printing Transmittals  ACH Returns  Payment to Wrong Vendor  Pitney Bowes

5.  Invoice Line Account  Voucher Payment Terms  Remit Vendor  Remit Location  Payment Method  Remit Vendor Address  Receipt Date 5 The AOS audit includes, but is not limited to, the following fields:  Agency Approvals  Invoice Vendor  Invoice Number  Invoice Date  Invoice Total  Invoice Line Total  Invoice Line Description

6.  Receipt ID  Purchase Order ID 6 All Invoices over $500 using Account Points 3, 4, 5 will also be Audited for : Vouchers with incorrect or missing information will be denied and returned to agencies for correction.

7.  Approved Vouchers continue through the Payables module without notification to Agencies. (Monitor using SOIAPOO8)  Agencies will be notified of Denied Vouchers by Email.  Denied Vouchers will be returned to Agencies for correction and resubmission.  Entire Control Groups containing one or more Denied Vouchers will be returned to the Agency. 7

8.  Packet Types  Non Travel  Travel  Pre-Approved Special 8

9.  Specific Packet Guidelines will be posted on the Auditor’s Portal  Pre-Approved Special  Agency needs AOS pre-authorization  Vouchers need Payment Terms changed to Due upon Receipt (online vouchers only)  Vouchers need immediate/expedited AOS approval 9

10.  Packet Packaging  Sort Transmittals by Voucher Type (Online, HV, etc…) and Voucher ID  Package by Type (Non Travel, Travel, Pre-Approved Special)  Staple Transmittals on top of Invoices  Include only as many Transmittal/Invoices as will fit into an interoffice envelope. (No daily limit on envelopes)  Label the packet and send to the AOS Service Center. 10

11. 11  Packet Labels  Label information should include: Packet Type, Sending BU, Requester, Requester Phone number and email.  Labeling method/type/form is at the discretion of the agency.

12. 12  Print after AP Manager Approval  Navigate to Reporting Tools > Report Manager > Administration Tab.

13.  AP Manager must send a written request to AOS that includes the following:  Vendor ID  Voucher ID  Payment Reference (Warrant or EFT Number)  Payment Amount  Proof of Vendor’s reimbursement to Agency  AOS will cancel Payment and close Voucher  Cancellation of payment will reverse all accounting entries and 1099 reporting to the Vendor 13

14.  Payment is Cancelled and Rescheduled  Vendor Remit Locations are put on Hold  AOS will notify the Agency and Vendor for correct Bank Information  Corrected Vendor Bank Information is received by AOS, entered and Vendor Locations are taken off hold  Scheduled Payments will process in next Pay Cycle 14

15. 15  Vendor Location Hold status prevents all Payments from that location from processing.  Vendor Location Hold is visible on the Vendor Summary Page.

16.  Agencies will be charged monthly for AOS AP related mailing expenses  Charges will be applied by InterUnit Journal Entry to the Agency from AOS 16

18. 18  Vendor Guidelines  Location Information  Vendor Summary Page  Vendors with Levies  Two Party Payments  “No AUDITOR OF STATE Payments” Addresses

19. 19  All Vendor Information Forms (VI forms – SF53788) must be signed and dated.  Send all forms to the AOS service center via US Mail or inter-department mail.  Emergency additions may be submitted via email or fax with prior approval from Maegan or Jessica.  The form must be complete and legible.  If a vendor has a change of address, mark the VI form ‘change of address’ and reference the old address. In the event of an obvious typographical error, an email will suffice.  Employee VI forms must be submitted after the employee receives their first state paycheck.

20. 20  The banking portion of the VI Form must be filled out by the bank or a voided vendor check can be attached to Section 2.  All checks must have a current remit address that matches the top portion of the VI form.  AOS will not accept starter checks, checks that have handwritten addresses or deposit slips.  If you are waiting on direct deposit information from a vendor, do not submit the form marked SDO.

21. 21  Vendor Conversion will setup locations named REMIT 001, REMIT 002, REMITXXX, etc. The remit location will contain vendor bank information.  For AP Vouchers select a REMITXXX location and update address to correspond with Vendor Invoice.  Location descriptions for Vendors with multiple remit locations will be manually revised with helpful information after go live. (Descriptions such as: Payment Method, QPAs, Contracts, etc…)

22. 22 Vendor Summary Page

23. 23  Pay Method Added  Pay Hold Status Added  Columns are narrower and use a Wrap Text format.

24. 24  Levy process runs nightly  Vouchers subject to levies are placed on hold and routed to AOS for approval  AOS reviews and approves Levied Vouchers daily  Levy information will be updated and displayed on the Voucher’s Payment page.

25. 25  E-mail: InAuditorofStatePayables@auditor.in.gov with ‘Two Party Payments’ in the subject line 48 hours prior to Voucher entry  Include with the e-mail:  Vendor Information forms for both parties  Any supporting documentation (such as settlement forms, etc…) to AOS  Indicate payment method (Check or ACH)

26. 26  Definition  ‘No Auditor of State Payment’- Address is not a valid payment address. This could be because the address is used for order purposes only by procurement agents or there is not corresponding bank information from the vendor.  Remedy  If the address you want to use has a ‘No Auditor of State Payment’ description, you must contact the vendor and get a new Vendor Information form (SF53788) with banking information in order to make it available for remit by AOS.

27. Mary ReillyDirector of Accounts Payablemreilly@auditor.in.gov233-5763 Kathy FrickAss’t Director of Accounts Payablekfrick@auditor.in.gov232-4736 Jessica GillumVendor Administratorjgillum@auditor.in.gov232-3302 Maegan WalkerVendor Administratormwalker@auditor.in.gov233-2674 Greg PiersallTravel Payment Specialistgpiersall@auditor.in.gov234-5274 Allison ThomenACH/Payment Specialistathomen@auditor.in.gov234-1024 Margo IvoryAudit/Payment Specialistmivory@auditor.in.gov233-5616 Tim McCartyAudit/Payment Specialisttmccarty@auditor.in.gov232-3326 Carmen GarciaAudit/Payment Specialistcgarcia@auditor.in.gov232-3320 Brent WalkerAudit/Payment Specialistbwalker@auditor.in.gov232-3323 Jackie CarrLost Warrant Coordinatorjcarr@auditor.in.gov233-6220 Joey WilliamsResearch Coordinatorjwilliams@auditor.in.gov233-2341 Cozette BrownService Center Representativecbrown@auditor.in.gov234-1128 Shelby SandersService Center Representativessanders@auditor.in.gov232-3312

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30.  Paycycles  Warrant Differences  Alchemy Reports  Process Responsibilities changing  AP Turn Around File Process  Vendor Extract File Process  Commtran File Process 30

31.  Schedule of Paycycles  Miscellaneous High Volume Payments – 3:00 PM  Accounts Payable Warrants & ACH – 6:00 PM  Child Support Warrants & ACH – 4:45 AM  Revenue Tax Refund Payments – 9:00 AM 31

32.  Pay Entity goes away (since it doesn’t exist in PeopleSoft).  Fund Center doesn’t exist. Replaced with Business Unit and Fund  Revised “Date” on the pay stub to “Payment Date”  Added Handling Code for sorting purposes  Added Purchase Order # as another identifier in PeopleSoft  Changed label from “Additional Info:” to “Payment Message” to correlate to the Payment Message field on the voucher 32

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35.  Alchemy Reports will still exist.  The GEAC information will still be available.  New ENCOMPASS reports will be posted.  47 Reports have been designated to be stored in Alchemy.  Reports will run over night, posted to Alchemy and available for review the next morning. 35

36.  AP Turn Around File Process  Accounts Payable > Batch Processes > Interfaces > AP Turnaround File  Vendor Extract File Process  Vendors > Vendor Export(Vin-Q) > Vendor Export (Vin-Q)  Commtran File Process  General Ledger > Agency Reports > Commtrans Interface 36

38.  AOS GL Audit Procedures  Journal Entries  Asset Management  Journal Vouchers  Approve/Recycle/Deny – Notifications  ID Bills  Payroll Allocation 38

39.  Journal Entries  AOS approves Journal Entries from Workflow Worklist  Document Retention  AOS will not require hardcopy of journal entries/backup for approvals.  Agency will be required to produce documentation in response to audit questions.  Corrections to subsystem transactions should be initiated in the subsystem 39

40.  Journal Entries – continued...  Journal Header  Required Fields  Long Description – Detailed explanation of entry purpose  Ledger Group – Agency records entries to ACTUALS only  Source – Any valid value except IDB, PAY and subsystem sources (AR, AP, AM, …)  Optional Fields  Reference Number  Journal Class 40

41.  Journal Entries – continued...  Journal Lines  Journal Status and Budget Status – must be Valid  Proper use of ChartFields  Account  Cash (11xxxx), Internal Service Funds (64xxxx & 65xxxx), Transfers (74xxxx & 75xxxx), Fund Balance (3xxxxx), Fixed Assets (55xxxx)  Fund  Program  Budget Ref  Additional info  Line Description  Line Reference 41

42.  Journal Entries – continued...  All Agency approvals must be complete before AOS will approve. 42

43.  Asset Management  Asset transactions greater than $20K reviewed by AOS.  Basic Add – online additions  Transfers  Adjustments  Reinstatements 43

44.  Journal Vouchers = JV’s = AP transactions  Used for corrections to accounting entries for transactions originating in AP  AOS Accounting will review and approve JV’s  Agencies must enter related voucher on Journal Voucher  ChartFields being corrected must match the original voucher  Correction amount does not exceed original expense  As with any other AP transaction, submit the packet containing voucher transmittal form along with supporting documentation. 44

45.  Approve (GL, AM, AP)  No notification  Monitor queries or online approval pages  SOIGL024 –  Journals not posted provides approval status  Approved/posted journals will not appear in the query results  AM Review Approval Status pages  Pagelet available to monitor Journal Voucher status  Recycle (GL)  Notify initiator via e-mail  Deny (AM, AP)  Denial comments on the approval page (AM)  E-mail notification for denied Journal Vouchers (AP) 45

46.  ID Bills are Journal Entries in ENCOMPASS  Only approved Internal Service Funds (ISF) use ID Bills  Pen Products is the exception - purchases charged through AP  ISF’s are required to use IDB in the Journal Source  Journal Source = IDB will bypass Agency Approvals  Agency allocations from default ChartField string should not be entered with Journal Source = IDB  Agency allocations with Journal Source = IDB will be recycled  InterUnit charges are not necessarily ID Bills  IDB entries must use accounts  64xxxx (Revenue)  65xxxx (Expense/Expenditure) 46

47.  AOS creates the GEAC payroll entries  Agencies provided ENCOMPASS with default ChartField string  Agency responsible for allocation from defaults to actual payroll distributions  AOS will review allocation entries to verify Payroll Expense Accounts are not over-allocated  Journal Source = PAY will bypass Agency and AOS Approvals  Agency Payroll allocations from default ChartField string should not be entered with Journal Source = PAY  Agency allocations with Journal Source = PAY will be reversed by AOS without notification 47

48. 48  AOS - Accounting  Mike Frick  mfrick@auditor.in.gov - (317) 233-9817  Cindy Bowling  cbowling@auditor.in.gov - (317) 232-6558  Sara Darrah  sdarrah@auditor.in.gov - (317) 233-5500  Clay Jackson  cjackson@auditor.in.gov - (317) 232-3328  Ann Luichinger  aluichinger@auditor.in.gov - (317) 234-1667  Liz Roy  lroy@auditor.in.gov - (317) 233-1712 48

49. Agency specific questions – please stay after Town Hall

50. 50  Steve Daniels, State Budget Agency  sdaniels@sba.in.gov - (317) 232-2974  Ryan Downham, Auditor of State’s Office  rdownham@auditor.in.gov - (317) 234-1626  Marilyn Rudolph, State Board of Accounts  mrudolph@sboa.in.gov - (317) 234-4929  Jim Welsh, GMIS Office  jwelsh@iot.in.gov 50

51. 51  ENCOMPASS Website  http://myshare.in.gov/sba/encompass  ENCOMPASS Email Address  encompass@sba.in.gov  Technical Issues - Submit to GMIS  http://extranet.in.gov/gmis/issue_entry/base/issue_entry.asp 51 We Welcome Your Feedback / Questions / Comments