State Accounting Office newsletter

State Accounting Office Newsletter
Sound Fiscal Leadership for Georgia

Inside This Edition: 1 Personal Leave
Processing for 2008 2 Follow Up 1099's for
Calendar Year 2007 2 W-2 Processing for 2007 3 Streamlined Banking
Update 4 Changes to Labor
Clearing Entry Process 5 System Announcements 5 Asset Mgmt - Update 5 AMP Maximo Update 6 Want to be in the know? 6 SAO Helpdesk and
Options 7 Monthly Calendar 8 Contact Us! 8 Survey
Upcoming Events:
The E-Procurement Tool project to centralize and standardize the State's purchasing process statewide is under way. The upgrade to PeopleSoft version 9.0 is needed to support this joint effort by SAO and DOAS.
The Streamlined Banking Deployment Team continues to work on analysis of agency needs while a deployment schedule is being developed.
We're on the Web! See us at:
sao.georgia.gov

Issue 3

December 2007

Personal Leave Processing for Calendar Year 2008

Personal Leave Eligibility will be run on the night of December 7, 2007 (December 9 for DOT). It is critical that prior to December 7th, all November leave usage be entered.
Additionally, each company must complete their unique Personal Leave Message that will appear on the individual employee eligibility form. The Personal Leave Text Message can be entered by staff members within your company who have been given security access. To enter the specific message, access BenefitsManage Automated Enrollment-SOG-Personal Leave Text. To make a change to the notice message, delete the existing message and enter the new message. The actual Personal Leave Totals Verification notices will be printed and sorted by Company, Mail Drop and employee name.
To enter employee Personal Leave Elections, access Benefits-Manage Automated Enrollment-SOG-Prsnl Lv Elections by Dept. The page that appears will show only those employees within each Department ID who qualify for personal leave.

The maximum number of hours that each employee is eligible to convert is displayed on the page. The user is to enter the actual Personal Leave Election, if any.
The Personal Leave Election process will be run on January 7, 2008 (January 9 for DOT). All elections must be entered prior to that date. At the time the process is run, any Personal Leave Balances remaining from the prior calendar year will be deleted. If the employee is not enrolled in the Personal Leave Plan in PeopleSoft, the system will automatically complete the enrollment. The user is not required to do so. For the new year, Personal Leave Elections will be subtracted from Sick Leave balances. Once the process runs, the Sick Leave hours converted will be added in the Sick Leave Adjusted YTD field.
Each company must complete their unique Personal Leave Text Message no later than Wednesday, December 5, 2007. All November leave usage must be entered prior to December 7, 2007. All Personal Leave Elections must be entered prior to January 7, 2008.

If you have any questions or need further information, please don't hesitate to contact HCM Production Support thru the helpdesk at 404-657-3956 or 1-888-8967771. You may also reach the helpdesk by email at hcm@sao.ga.gov.
Personal Leave Report
Report BNXXX0518 (XXX = Company Number) "Annual Personal Leave Process Audit" This report will provide a detailed listing of all employees that have elected to transfer Sick Leave to Personal Leave for the current year.
The report runs in batch annually after agency personal leave entries have been made.
"Sound Fiscal Leadership for
the State of Georgia"

State Accounting Office Newsletter
1099's for Calendar Year 2007 January 2008 Processing
1099 Agency Address Verification The address listed for each agency is printed on the 1099 MISC forms. Agencies have until Friday, January 4, 2008 to notify SAO if a change is needed in an agency's information.
Agency 1099 Print 1099 MISC forms will be printed on Friday, January 18, 2008
1099 UPK Topics The following Accounts Payable UPK topics are available to assist with 1099 processing:
2.8.1 Create a 1099 Voucher 2.8.2 Deselect Voucher Lines for a Voucher with Posted Payments 2.8.3 Create a 1099 Adjustment 2.8.4 1099 Balance Inquiry
Follow this link to the SAO Financials UPK: http://saofnupk.state.ga.us/toc.html
Be on the lookout for the official FS Communications coming in early December 2007.
Check out 1099 information below concerning Deceased Employees!
W-2 Processing for Tax Year 2007 Are you ready?
Plans have been made for W-2's to be generated the weekend of January 18, 2008. If you have not already done so, your agency may want to go ahead and order some of the standard 2007 forms (including W-3) for paper reporting, if necessary, plus a supply of the correction forms (W-2C, W-3C) in case errors are found after the data is transmitted. Blank W-2's may be obtained from the Internal Revenue Service using one of the following means:
1. Download them electronically or request by mail at Forms & Publications on the I.R.S. website. (www.irs.gov) 2. Call 800-TAX-FORM (800-829-3676) 24 hours a day, 7 days a week 3. Order by mail using the order blank in the tax package that you receive in the mail.
4. Pick them up at most local I.R.S. offices, participating libraries, or the post office.
Federal and State Employer identification numbers that were used last year will be used again this year. The employer return address that is printed on your checks (3 lines only) will be used for Employer Name and Address on W-2's.
Agencies must let SAO know by December 28, 2007 in writing, if there is a change in any of this employer data for 2007!
1099 MISC form for Deceased Employees
A query is available for agencies to use that will provide a listing of deceased employees (0PY030_Deceased_Employees). Use this list to determine if any deceased employee wages were paid to a beneficiary during the 2007 calendar year. If so, a 1099MISC form will need to be produced for that beneficiary. Also, the deceased employee's Federal and State Taxable Gross Wage will need to be corrected by processing a manual check entry. As a reminder, refer to the IRS "Instructions for Form W-2" or the "Circular E, Employer's Tax Guide" for information relating to reporting wages for deceased employees.
2

Streamlined Banking Update

State Accounting Office Newsletter

Standardized Check Stub Information
One of the concerns with the streamlined banking process is how should vendors properly apply a payment to the correct account if no billing statement is returned with the check payment. Frequently, vendors request that the remittance advice be returned with the check payment. This process is designed to insure that the payment is credited to the proper account. In the streamlined banking model, one of the efficiencies is to mail payments directly to the vendor without remittance advice avoiding returning the check to the agency for handling. To insure credit of the payment to the proper account, the check stub needs to include enough information to enable the vendor to identify the payment.
SAO has been working with the pilot agencies to help standardize the information that will appear on the check stub to enable vendors to identify the payments received from a state agency.
Check stub information is created from information entered on the Accounts Payable voucher. The Streamlined Banking pilot agencies have approved the following process so that information on the check stub will be consistent and provide as much information as possible to allow the vendors to identify the payment and credit it to the proper account. More detailed information may be found in the related policy that will be forthcoming. The following are highlights that will be included in the policy. All agencies may use these guidelines. They are not restricted to streamlined banking agencies only.
Streamlined Banking Troubleshooting Tip Streamlined Banking Agencies approved a standard format to use in entering vendor invoice information. The format should be adopted by each Streamlined Banking Agency effective December 1, 2007.
Check Stub Review: Purpose: To ensure that the check stub contains all of the pertinent information needed by the vendor to apply the payment.
Standard Invoice Recording: When provided, record the invoice number exactly as it appears on the invoice. When an invoice number is not provided, follow the established procedures below:
Utilities enter the account number followed by the three letter month & two digit year (Ex. 12345Sep07) Telephone follow the format for utilities. In the absence of an account number, use the telephone
number followed by the three letter month and two digit year (Ex. 4046571234Sep07). Contracts enter the "from" and "to" dates of the contract in the invoice field (Ex. 09/17/07-09/21/07) Travel & Personal Services Contracts the payee's initials may be entered after the invoice date. Rent enter the invoice number using the three letter month and two digit year in the invoice number
field. (Ex. Sep07) Identical invoices from the same vendor, append a one or two letter suffix following the number
(A,B,..AA,AB) If an account number and invoice number exist, record the invoice number in the invoice field.
Additionally, record the account number in the Message field.
New Electronic Submission Forms for Streamlined Banking
The new improved forms for submitting SLB service requests to SAO are available at http://sao.georgia.gov. New processes to ensure that the requests are properly authorized are also now in place. These processes include the addition of a password to limit the access of these forms and the completion of an updated agency signature authority list. Only requests received from one of the names included on this list will be processed. There will be an SAO Communication sent out shortly with more information.

3

State Accounting Office Newsletter

Streamlined Banking Update (cont)
User Group Governance Meeting Announcement!
December 11, 2007 is the monthly SLB User Group governance meeting. The monthly reconciliation of Book to Bank will be discussed. We will illustrate the new process while addressing the changes and any agency requirements in implementing the new procedure.
The meeting is scheduled for two hours due to the amount of material to be covered. Additional assistance in completing all prior period bank reconciliations will be provided in one on one sessions to be held with each agency. The dates reserved for the one on one reconciliation procedures are: December 12th, 13th, 17th, and 18th. Each agency will be contacted to confirm a specific date and time.

Changes to Labor Clearing Entry Process

The Labor Clearing entry process has been adapted to include system configuration changes made for agencies on Streamlined Banking. These changes were effective with the November 30, 2007 month end close.

Agencies on Streamlined Banking: The Labor clearing process has been updated to include clearing for payments made by both Accounts Payable payment methods EFT and Wire. Because the chartfields associated with each payment method differ, separate journals will be created for each chartfield combination. Therefore, the Labor clearing process will generate four (4) journals instead of two. In addition, the Journal ID numbering sequence has been changed to designate A and B journals to more easily associate the journal ID with the method of payment from AP. Payments made by AP payment method Wire will have a journal ID ending with 50A and 51A. Payments made with payment method EFT will have a journal ID ending with 50B and 51B.

Agencies not on Streamlined Banking: For those agencies not on Streamlined Banking the changes to the Labor clearing process will only affect the end numbering sequence of the Journal ID. Two journals will continue to be generated by the Labor clearing process with the Journal ID ending with 50A or 51A.

The Labor clearing process will only clear current fiscal year transactions. In order for this automated process to successfully run for a business unit, certain predefined conditions must be met. These conditions are:
The payroll withholding clearing accounts (196050, 196051) must be equal In Fund 69999, Fund Source 06999, a single cash account must be used Employee withholding payments have been made. (In Fund 69999, Fund Source 06999, the operating
cash account (101XXX) and the General Fund Transfer account (196119) will have a credit balance Labor processing has been completed and posted to the General Ledger. (In Fund 69999, Fund Source
06999, the balance in the clearing account 196051 will be created that or equal to the balance in the cash account (101XXX) and the General Fund Transfer account (196119)
If any of the above conditions are not met, the process will be stopped and the specific condition that was not met will be printed on the GLXXX0850 Report (XXX = Business Unit).

NOTE:


Each agency should ensure that your data meets the criteria to allow the automated clearing entry to successfully complete. This process will only clear current fiscal year transactions. Agency staff should make manual journal entries to clear any prior year remaining balances in the payroll withholding clearing accounts.

4

System Announcements

State Accounting Office Newsletter

Monday, December 24 and Tuesday, December 25 will be observed for Christmas Holidays! 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 Wednesday night, December 26, 2007

PeopleSoft Asset Management - Update

The Express Add function in the Asset Management module of PeopleSoft Financials has been modified.
After the "STATE" book is entered, the "other" book (GOVT, SMALLVALUE, or PROP) will default to the same chartfield values selected for "STATE" book. The "other" book will be grayed out so that chartfield values cannot be changed.

As a reminder, if there are multiple fund sources, be sure to select the plus (+) button before selecting Default Profile.
With multiple funding sources the quantity of the asset should always total to one (1).
As always, if you have questions or need further information, don't hesitate to contact the SAO Help Desk at 404-657-3956 or 888-8967771, Option 1 for Financials, then Option 1 for Financial Accounting section.

AMP Maximo Update
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5

Want to be in the Know?

State Accounting Office Newsletter
SAO Helpdesk and Options

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, 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!

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)

6

Monthly Calendar

State Accounting Office Newsletter
December 2007

Sun

Mon

Tue

2

3

4

9
Personal Leave
Eligibility run for DOT
16

10

11

SLB User

Group

Governance

meeting

9:00am

1514B

17

18

23

24

25

System

System

Availability: Availability:

Financials Financials

7am 7pm 7am 7pm

HCM 7am HCM 7am

6pm.

6pm.

No Batch

No Batch

Run

Run

Wed 5
12 19 26

Thu

Fri

Sat

1
System Availability: FN & HCM
8:00am 1:00pm

6

7

Personal

Leave

Eligibility run

8
System Availability: FN &HCM
8:00am 1:00pm

13

14

15

System

Availability:

FN & HCM

8:00am

1:00pm

20 27

21

22

System

Availability:

FN & HCM

8:00am

1:00pm

28

29

System

Availability:

FN & HCM

8:00am

1:00pm

30

31

7

Contact Us

State Accounting Office Newsletter

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
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