State Accounting Office newsletter

State Accounting Office Newsletter
Sound Fiscal Leadership for Georgia

Inside This Edition:
1 1099's for Calendar Year 2007
3 Spotlight on Statewide Reporting
3 Streamlined Banking Update
4 Employee Corner 5 System Announcements 5 Training Events 5 Charitable Contributions 6 Want to be in the Know? 6 SAO Helpdesk & Options 7 Monthly Calendar 7 Contact Us! 7 Customer Service
Survey
Upcoming Events:
Financials Upgrade to 9.0 is in the Analysis phase. Deltas between 8.8 and 9.0 are being documented and time estimates are being developed for the initial draft of the upgrade project strategy. The upgrade to PeopleSoft version 9.0 is needed to support the joint effort by SAO and DOAS to implement the EProcurement tool for statewide purchasing.
The Streamlined Banking Deployment Team continues to work on analysis of agency needs while a deployment schedule is being developed.

Issue 2

November 2007

1099's for Calendar Year 2007 Are you ready?

It's that time of year again lines marked as 1099

when accounting

applicable. To ensure that all

personnel's thoughts turn to 1099 applicable payments

1099 processing. There are update the vendor's 1099

steps that you can take now Ledger balance, the Withhold

to ensure a smooth 1099 date on the Payment

processing period for

Selection Criteria (Pay Cycle)

calendar year 2007.

page must fall within the

1099 calendar year. Once

The first step in 1099

the 1099 balance is posted

processing is to specify

for a voucher, any changes

vendors as 1099 applicable. to the balance must be done

1099 information specific to via the Adjust Withholding

each vendor is entered

page or the Update Voucher

during vendor setup. If a Line Withholding page.

vendor is marked as 1099 Transactions entered on the

applicable, then all lines for Adjust Withholding page are

a voucher to that vendor will immediately reflected in the

be marked as 1099

vendor's 1099 balance.

applicable. The system

Updates made to the

uses this information during voucher line on the Update

payment processing and

Voucher Line Withholding

1099 reporting. Vouchers page are posted during the

can be recorded as 1099 nightly batch flow. The 1099

applicable at the voucher ledger is the basis for vendor

line level during voucher

reporting and IRS file

entry via the Withholding creation.

link. A voucher line can also

be deselected as 1099

A 1099 may be issued for a

applicable prior to a

vendor that received

payment posting to the

payment that was not issued

voucher.

in People Soft such as a

payment to a death

In PeopleSoft 7.02 a

beneficiary. The payee must

vendor's 1099 balance was first be set up as a vendor in

updated on a quarterly

People Soft. After the

basis. PeopleSoft 8.8

vendor is set up a 1099

updates the 1099 Ledger adjustment must be entered.

balance on a daily basis for Detailed instructions may be

each Business Unit. The found in the UPK tutorial

1099 transactions are based located at

on amounts paid from

http://saofnupk.state.ga.us

vouchers that have voucher

The following 1099 reports

are on-request reports and

are available now in PeopleSoft:
1099 Detail Report (APXXX0413, where XXX = Business Unit) This report provides a detailed list of vouchers in vendor name order that are 1099 applicable. In PeopleSoft 7.02, vouchers no longer appeared on this report when the quarterly 1099 Ledger update was run. PeopleSoft 8.8 maintains this detailed information throughout the year. 1099 adjustments entered on the Adjust Withholding page are not displayed on this report, but may be viewed by running query 0AP001.
1099 Summary Report (APXXX0412, where XXX = Business Unit) This report provides a list of the vendors in vendor name order and the 1099 codes/amounts from the 1099 Ledger. Vendor balances shown on this report include 1099 adjustment entered on the Adjust Withholding page.

State Accounting Office Newsletter
1099's for Calendar Year 2007 Are you ready? (Continued)

Upcoming Events: (Cont)
Benefits Administration (has been placed on hold)
E-Procurement will allow the State to utilize a centralized purchasing system that will standardize the process and reduce costs using state-wide contracts.
We're on the Web! See us at:
www.sao.georgia.gov

IRS Questions/Answers
Q1. If there is a change from SSN to the FEI number that is not for a corporation, payments should be reported for both the SSN and the FEI number. Correct?
A1. FEI received after SSN was provided to payer allocate payments to the SSN between January and the date that the vendor provided the FEI number. After receiving the FEI number information, allocate remaining payments for the rest of the calendar year to the FEI number.
Q2. If there is a change from SSN to the FEI number for a corporation, only the payments under the SSN will need to the reported (unless medical, then both need reporting)
A2. If payments to the vendor are greater than $600 for the year, Form 1099 MISC should be filed for payments under SSN only, unless the payment was for medical or attorney fees then the 1099 should be for both FEI and SSN.
Q3. If it is found that a FEI or SSN is incorrect and is corrected via a form W-9 from the vendor, should the payments be moved to the correct FEI or SSN for 1099 reporting purposes?
A3. If the vendor provides confirmation of a correct TIN or the agency receives a B-notice from IRS that the TIN is incorrect, the payments should be moved to the correct TIN number.
Q4. Should Board Members that are not state employees receive a 1099MISC form if their services consisted of reviewing documents for a state of Georgia agency?
A4. Payments made in the course of the payer's trade or business for services performed by non-employees, which total $600 or more in a calendar year, are reported in box 7 on Form 1099 MISC, unless the payment is one of the exceptions listed in the publication entitled "Instructions for Form 1099 MISC". Payments to board members representing compensation for services are NOT an exception so these type payments would be reported.

If you have additional questions for the IRS concerning 1099 MISC reporting, contact the IRS directly. The IRS Customer Service Section may be contacted by email at mccirp@ors.gov. The toll free number is 866-455-7438.
Be sure to check out the December issue of the SAO newsletter for additional information relating to 1099 processing for Calendar Year 2007.

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State Accounting Office Newsletter
Spotlight on Statewide Reporting List Serve

Announcing a new List Serve Elist!

SAO Statewide Reporting has a new list serve elist available for interested parties. There are four elists available which includes:

Financial Reporting

Sub

Acctg/Rptg PS

Un-Sub

Sub

Acctg/Rptg NPS

Un-Sub

Sub

Acctg/Rptg DOAA Audit

Un_Sub

Sub

Acctg/Rptg CPA Audit

Un_Sub

Acctg/Rptg PS: This list should include those users on PeopleSoft
Acctg/Rptg NPS: This list should include those Non-PeopleSoft Users
Acctg/Rptg DOAA Audit: This list should include those agency personnel that the Department of Audits & Accounts perform your audits annually.
Acctg/Rptg CPA Audit: This list should include those agency users that have private Certified Public Accounts perform their Audits annually.

See page 6 for instructions on how to sign up for an elist!

Streamlined Banking Update
Coming soon will be SLB forms which will "streamline" and simplify an agency's service request. Users will be able to easily download these forms to submit to the Cash Management Team for prompt processing.
SAO Accounts Payable Express Check Form http://fs3.formsite.com/saoforms/form702172242/index.html
SAO Check Image Request Form - http://fs3.formsite.com/saoforms/form712982534/index.html SAO Payroll Stop Payment/ACH Reversal Form -
http://fs3.formsite.com/saoforms/form719637992/index.html SAO New Bank Account Form - http://fs3.formsite.com/saoforms/form807513712/index.html SAO Vendor Stop Payment/Cancellation Request Form -
http://fs3.formsite.com/saoforms/form886095968/index.html SAO Revenue Collections Fund Source Code (RCFSC) Request Form -
http://fs3.formsite.com/saoforms/form892367166/index.html OTFS Banking Service Form - http://fs3.formsite.com/saoforms/form895895597/index.html OTFS Wire Transfer Request Form - http://fs3.formsite.com/saoforms/form220662331/index.html SAO Payroll On-Line Check Form - http://fs3.formsite.com/saoforms/form223038828/index.html
Users should continue to utilize the current method until these forms go live. Thanks for your continued support as we plan and implement cash management system updates.

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Streamlined Banking Update

State Accounting Office Newsletter

Streamlined Banking Trouble Shooting Tips
The Streamlined Banking tips and troubleshooting items provide a reference for common processing needs. They are listed under the SLB link from the SAO website. This month please note the following tips which may be useful in your daily processing:
Tips and Troubleshooting Guide 1.10 - How can agencies verify when

EFTPS payments are posted? Solution: Agencies may verify EFTPS payments by reviewing the EFTPS system for payments posted to their account.
Tips and Troubleshooting Guide 1.11 - What number should agencies use in the reference field when recording P-card payments? Solution: The reference number should be the last

8 digits of the transaction number from the Wachovia ACH file. This number can be requested from SAO.
Tips and Troubleshooting Guide 2.4 - How Should Deposits be Recorded Solution: Agencies must use the number from the pre-encoded deposit slip when recording deposits, otherwise the item will not automatically reconcile.

Employee Corner
Please welcome our new employees to the State Accounting Office!
Technical Group Ezra Day

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State Accounting Office Newsletter
System Announcements
Veterans Day will be observed on Monday, November 12th. Financial Systems will be available 7 a.m. - 7 p.m. (No Batch Run). HCM System will be available from 7 a.m. - 6 p.m. (No Batch Run). Entries will be included in the batch run on Tuesday night, November 13th.
Thursday, November 22nd and Friday, November 23rd are Thanksgiving Holidays for the State of Georgia. Financial Systems online hours are 7a.m. 7p.m. on Thursday and Friday and 8 a.m. 1 p.m. on Saturday, November 24th. HCM System availability will be from 7 a.m. 6 p.m. on both Thursday and Friday, November 22 & 23rd and from 8 a.m. 1 p.m. on Saturday, November 24th.These entries will be included in the batch run on Monday night, November 26, 2007.

"Sound Fiscal Leadership for the State of Georgia"

Training Events

PeopleSoft Upgrade to 9.0 Financials
The Training Team is working on estimates for the development of selfpaced learning (UPK's) for the PeopleSoft 9.0 Financials upgrade that will occur in 2008. We will be reviewing and updating our "Train the Trainer" lists and will be reaching out to our agency partners as we develop our training strategy for the upgrade.

New Survey
In the coming weeks, a survey will be added to some of the self-paced learning topics (UPK's) posted to the Training URL site. Please take the time to evaluate how the tool worked for you. This will help us plan our training strategy for the upcoming year.
These links will take you to the UPK's.
http://saofnupk.state.ga.us
http://route88upk.state.ga. us
http://amptest.ga.gov:700 1/amod/toc.html

Charitable Contribution Program

The State Charitable Contribution Program kicked off the first week of September 2007 and you have until November 30, 2007 to return your completed forms to your campaign coordinator.

The State Accounting Office has held three charity events so far and has donations totaling $743.00. Events held were Books are Fun Book Sale, Jeans Days and a Bake Sale. We plan to have a chili & hot dog luncheon soon!

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Want to be in the Know?
Want to be "In the Know"?
"FS Official Communications" are e-mailed on a regular basis to users who have subscribed to the Listserv system. One way to be "in the know" and receive these communications is to sign up for a Listserv!
Put yourself in the "LOOP"! There is no cost to subscribe and it's easy to do! You can also unsubscribe at any time. Please be aware, however, that the more elists (modules) that you sign up for, the more emails you will receive in your inbox. We recommend only signing up for the lists applicable to your job duties.
Listserv is one of the most effective ways for you to obtain information and communications relative to your PeopleSoft system. If you have not already done so, sign up now.
Available lists include: Financials -AP, AR, AM, GL, PC, Labor, Budget, and PO HCM - Human Resources, HR Budget, Payroll and CSB's Financial Reporting - PeopleSoft Agencies, NonPeopleSoft Agencies, Audits and CPA Audits
Visit the SAO Website and click Financial Systems > Related Links > ListServ and subscribe today!

State Accounting Office Newsletter
SAO Helpdesk and Options
404-657-3956 or 888-896-7771 Monday - Friday 8am - 5pm Option 1 - Financials Help Desk 1 Financial Accounting (GL, AR, CU, Budgets, AM) 2 Financial Distribution (Vendors, AP, PO) Option 2 - HCM 1 HCM Application Support Option 3 - ID, Password, Security Option 4 - Connectivity, Printing Option 5 - Streamlined Banking Operational Support 1 Streamlined Banking for Payroll 2 Streamlined Banking for Accounts Receivable 3 Streamlined Banking for Accounts Payable 4 Streamlined Banking for Bank Administration 5 Streamlined Banking for Check Reconciliation Option 6 - AMPS (Maximo Asset Management System)

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Monthly Calendar

Sun

Mon

Tue

State Accounting Office Newsletter

November 2007

Wed

Thu 1

Fri 2

Sat 3

4

5

6

7

8

9

10

Last Day of Open
Enrollment

11

12

13

14

15

16

17

Veterans Day

18

19

20

21

22

23

24

Holiday

25

26

27

28

29

30

Contact Us
State Accounting Office
200 Piedmont Avenue Suite 1604, West Tower
Atlanta, GA 30334
PHONE: (404) 656-2133
FAX: (404) 463-5089
E-MAIL: stateaccountingoffice@sao.ga.gov

State Accounting Office of Georgia Lynn Vellinga, State Accounting Officer COMMUNICATIONS Toni Kennelly Mario Covington Deval Lott CONTACT 404-651-2133 saocommunications@sao.ga.gov
http://www.sao.georgia.gov
Thank you for reading our SAO Newsletter. We want to know what you think about us. Please share your feedback by clicking on the link
below. Customer Service Survey

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