Streamlined banking newsletter [Oct. 2006 (Issue 3)]

Streamlined Banking Newsletter

October 2006 Issue 3

SLBFeedback@sao.ga.gov sao.georgia.gov (404)-656-2133

INSIDE THIS ISSUE
1 Important Dates to
Remember
1 Check Out Our Website!
1 Update on Project

Important Dates to Remember
Date Change *
October 12, 2006 - Transition Session #2 *
November 2, 2006 - Transition Session #3 November 28, 2006 - Transition Session #4 January 4, 2007 - Transition Session #5 January 25, 2007 Transition Session #6
Check Out Our Website!
http://sao.georgia.gov

2 Spotlight: Streamlined
Banking Impacts to HCM and the New SAO Disbursement Center

5 Highlighted SB Team
Members of the Month

6 Upcoming Events

7 Upcoming Events
(continued)
8 Don't Forget!

We've moved!

8 Did You Know?

9 We Need Your Help! 9 Glossary of Terms

Update on Project

See Spotlight Article on page 2

Page 2

Streamlined Banking Newsletter

Spotlight: Streamlined Banking Impacts to HCM and the New SAO
Disbursement Center
SAO Disbursement Center
Centralization of the State Disbursement function will be under the management of the SAO Disbursement Center. SAO will be the main contact for agencies regarding State disbursement policies and processes. Agencies will continue to process HCM transactions as normal, however, the SAO Disbursement Center will administer any immediate payments needs, such as Online Payroll Express checks, in addition to initiating voids or stop payments.
Disbursement Center Details
All disbursements will be made from the centralized disbursement accounts (one for Accounts Payable and one for Payroll)
For Streamlined to Streamlined agency payments, OTFS will no longer physically ACH/EFT funds to/from agency bank accounts for allotments, revenue collection remittance and inter unit transfers for those agencies. Steamlined Banking agencies will still be required to use ARIS to make payments to GBA, FLEX, GTA and State Tax Withholdings (DOR) until these agencies convert to Streamlined Banking.
EFT same day wires will be created on an exception basis only for Streamlined Banking agencies.
HCM Impacts & Considerations
SAO Organizational Changes
Monitoring and verifying all ACH Reconciliation transactions entered by the Streamlined Banking agencies in HCM.
Receiving the ACH Returned Items and contacting the agencies to administer the correction in HCM
Administering the agencies' request for printing On-Line Payroll Express checks.
SAO Roles & Responsibilities
Main contact for agencies regarding disbursement policies and procedures. Communicating all stop payments and voids to the bank, for HCM, in coordination with the
agency. Process all stop payments and notify agencies to input the voids in PeopleSoft HCM. Due to the distribution of checks back to the Agency, payroll will continue to process HCM
(payroll) transactions as normal. On-line Payroll Express Checks will be used on an exception basis only.

SAO Fiscal Leadership for
Georgia

Streamlined Banking Newsletter

Page 3

Spotlight: HCM Processes/Streamline Banking (continued)

New Policies and Procedures
Several policies and procedures have been developed to facilitate the new process. These include:
Streamlined Banking agencies will use a new ACH Reversal Deduction code, REVACH (Account 215321 "Miscellaneous ACH Reversal"), for handling the return of split Direct Deposits (multiple accounts) in HCM ACH Reconciliation transactions.
Agencies will need to correct the ACH Returned Items in HCM within three business days after being contacted by the SAO Disbursement Center
Agencies will no longer allow its employees to have an Issued (separate) Check and be on Direct Deposit
Agencies may allow their employees to select up to a maximum of three separate accounts for distributing Net Pay via Direct Deposit.
SAO will issue an On-Line Payroll Express check based on a minumum amount as determined by SAO and the Agency.
HCM Escheatment Process
The Disposition of Unclaimed Property Act: O.C.G.A. Section 44-12-190 states that when someone holds property that belongs to someone else (owner); but has lost contact with that owner for a specified period of time (dormancy), that holder must turn over or remit the property to the state.
Currently agencies are responsible for escheating any Payroll stale-dated checks and remitting them to the Department of Revenue after a 1 year holding period. The holding period begins when the check reaches dormancy, or after being defined as stale-dated. For those agencies using the Streamlined Banking processes, on a monthly basis, the agency will continue to review all outstanding checks held longer than 90 days and attempt to contact payees. If a reissue is needed the agency would follow the Stop Void Policy.
On an annual basis, the State Accounting Office will be responsible for escheating the stale-dated check, for Streamlined Banking Agencies, in the PeopleSoft HCM system and remitting those monies to the Department of Revenue after the 1 year period has expired. Agencies will still be required to perform due diligence in trying to locate or notify owners of the check. In addition, the agencies will need to process any qualifying funds identified from periods prior to participation in Streamlined Banking according to the existing policies.

Page 4

Streamlined Banking Newsletter

Spotlight: HCM Processes/Streamline Banking (continued)

View an Escheated Paycheck

NOTE: When the agencies view the payroll check on the Review Paycheck Menu on the new Paycheck Status tab, they will see the date the check was escheated by SAO. Also, they will see the `Escheated' label text.

Streamlined Banking Newsletter

Page 5

Highlighted SB Team Members of the Month
Kristi Rayford has been employed with the SAO since April 2006. Kristi serves as the
Policy Analyst for the Cash Management Team. Her primary duties include developing and reviewing policies and procedures for the State of Georgia.
Kristi has over 7 years of governmental accounting experience. Prior to joining SAO, she worked at Department of Labor in the capacity of Supervisor of Account Payables.
Kristi earned a Bachelor of Business Administration degree in Accounting from Savannah State University and a Masters of Business Administration from Georgia Southern University. She is a member of the Georgia Fiscal Management Council.
Kristi likes to spend her free time reading, shopping, and spending free time with family and friends.
Traci West has been employed with SAO since June of 2006. Currently, Traci is on the Cash
Management Team.
Traci has over 10 years of Accounting and Finance experience. Prior to joining the State Accounting Office, Traci was a Senior Accountant for State Road and Toll way Authority and Georgia Technology Authority. Additionally, Traci has military experience with the U.S. Army and banking experience with Wachovia and Nations Bank (currently Bank of America).
Traci earned a B.A. in Accounting, M.A. in Accounting, and a M.B.A. in Finance from Clark Atlanta University. She has passed all 4 parts of the CPA exam and hopes to be certified shortly. She is member of Beta Gamma Sigma National Business Honor Society and The Georgia Fiscal Management Council.
Traci likes to spend her free time teaching Accounting and Finance. She also enjoys listening to music, shopping, and spending time with family and friends.
Monica Bradshaw has been a part of the SAO since February, 2006, and is an Accountant on the
Cash Management Team.
Prior to joining the SAO, Monica worked for four years as an Accounting Manager for Park Management Group. Monica has over 20 years experience in Accounting/Financial Management, working in the Banking, Hospitality/Hotel and Insurance industries, and as a Small Business Consultant.
Monica graduated from Tennessee State University with a Bachelor of Business Administration. She is also a certified tax preparer through H&R Block. Monica is a member of the Georgia Fiscal Managers Council and the National Association of Investors Corporation.
Monica enjoys decorating, shopping, event planning and spending time with her family in her free time.
Jie Chang has been employed with SAO since January 2006. Currently Jie works in the Cash Management group
as an Accountant III, researching and writing policies and procedures.
Jie has over 13 years of accounting experience. Prior to joining SAO, Jie worked for the Department of Community Health for 5 years on the Cash/AR management team. Jie also has 7 years experience in teaching accounting at Anhui University of Finance and Economics in China.
Jie earned a B.S. in Economics, and a M.P.A. degree from Anhui University of Finance and Economics. He also earned a M.B.A. from Georgia State University and is a Certified Public Accountant (CPA). Jie is a member of Georgia Fiscal Manager Council (GFMC) and the United States of America Table Tennis Organization (USATT).
Jie likes to spend his free time reading and playing table tennis.

Page 6

Streamlined Banking Newsletter

Upcoming Events!

Transition Sessions
The Transition Sessions will disseminate important information to Leadership, Key Users and Production Support concerning the Streamlined Banking Project and the transition activities ahead.

Session
Transition Session #2: Cash Management and Changes Ahead
Transition Session #3: SAO Disbursement Center and Accounts Receivable / Billing
Transition Session #4: Overview of Accounting Process, General Ledger, and Commitment Control

Course Description and Modules
This session provides an overview of the Cash Management module. Also discussed:
COA / HCM Account Code Changes
Customer File Conversion Deployment Overview Job/Role Impact Agency Readiness and Task
List Upcoming sessions This session provides an overview of the SAO Disbursement Center (including changes to Accounts Payable and HCM). Also discussed:
Bank Administration Accounts Receivable and
Billing Changes Agency Readiness and Task
List Review Upcoming sessions This session provides an overview of accounting processes as affected by Streamlined Banking. Also discussed:
General Ledger Commitment Control Contingency Planning Clean-up Needed Agency Readiness and Task
List Review Upcoming sessions

Planned Date
October 12, 2006
November 2, 2006
November 28, 2006

Time 9am-11am
9am-11am
9am-11am

Location

Course #

200 Piedmont

407FR01

Ave, Suite 512

GMS West Tower

200 Piedmont Ave, Suite 1816 A & B, West Tower

407FR01

200 Piedmont Ave, Suite 1816 A & B, West Tower

407FR01

Session #
0002
0003
0004

Streamlined Banking Newsletter

Page 7

Upcoming Events! (continued)

Session Transition Session #5: Ready for GoLive
Transition Session #6 Pre Go-Live Session

Course Description and Modules
This session addresses specific activities related to Go-Live. Also discussed:
Pilot Deployment Roll-out Schedule
Start-Up Activities Agency Readiness and Task
List Review and Checkpoint Upcoming sessions Go-Live Support and
Resources This session addresses specific information needed for Go-Live. Also discussed:
Agency Readiness and Task List Final Review and Checkpoint
Go-Live Support and Resources
Tips and Troubleshooting Reporting Security Deployment Update

Planned Date
January 04, 2007
January 25, 2007

Time 9am-11am
9am-11am

Location

Course #

200 Piedmont

407FR01

Ave, Suite 1816 A

& B, West Tower

200 Piedmont

407FR01

Ave, Suite 1816 A

& B, West Tower

Session #
0005
0006

Have your Agency Training Coordinator sign you up today! If your agency has no training coordinator or the session is full, please email SLBFeedback@sao.ga.gov and someone will register you for the session number listed above. Please be sure to have you employee ID number, phone number, and email address ready.

Page 8

Streamlined Banking Newsletter

Don't Forget!
Draft Policies and Procedures Are Here
Don't Forget! Please provide feedback on the new Cash Management Policies and Procedures online. Please take the time to fill out the SAO Policies and Procedures Feedback Form with detailed feedback online @ https://services.georgia.gov/esp/survey.do?surveyId=2625.

Draft Policies and Procedures include: Bank Administration Bank Communications *UPDATED* Bank Distribution Bank Reconciliation Bank Settlement Cash Receipts Esheatment Revenue Collections Fund Source Code *NEW*

Visit the SAO Website and click Statewide Accounting>Streamlined Banking>Draft Policies and Procedures.

Your feedback is important to us and will help refine these draft Policies and Procedures to their final version.

Did You Know?

Before Streamlined Banking Agencies set up any new accounts at local banks

After Streamlined Banking
OTFS sets up the agency's deposit account with Bank of America

Agencies have many operating and payroll bank accounts
Agencies manually maintain banking relationships and information on banks and contacts

Agencies will have one main deposit account with Bank of America that is a sub-account to the state's main concentration account
All disbursements (HCM and Financials) will be made from the 2 main disbursement accounts at Wachovia
SAO enters banking information in PeopleSoft and maintains information on banks and contacts

Streamlined Banking Newsletter
We Need Your Help!
The Streamlined Banking Team Needs Your Help!!!!!! In order for us to create training that is helpful and understood we need your feedback. Please take the time to fill out our Transition Session Online Surveys.
Transition Session #1 September 13, 2006 Feedback Survey
Transition Session #2 October 12, 2006 Feedback Survey
Your feedback is important to us and will allow us to create training that will be beneficial to you as the end-user.

Page 9

Glossary of Terms
ACH - Automated Clearing House - Central distribution point for transferring funds electronically for participating depository financial institutions.
ARIS - Allotment Request Intranet System
Bilateral Netting - is a process by which two agencies' receivables and payables are netted.
BudgetNet the system OPB uses for allotment processing.
Change Agent - is an Agency's primary person responsible for insuring a successful transition onto Streamlined Banking.
OPB Office of Planning and Budgeting
HCM - Human Capital Management
Escheat - Escheat refers to the reverting of property to the state or some agency of the state, when there is a failure of persons legally qualified to inherit or make claim to the property.

Page 10

Streamlined Banking Newsletter

For more information on the Streamlined Banking Project or comments/ questions about the Project Newsletter, contact the communications team at:
SLBFeedback@sao.ga.gov
Additional information can also be found at the SAO Website by clicking on the Streamlined Banking link:
http://sao.georgia.gov
State Accounting Office Statewide Accounting 200 Piedmont Ave., Suite 1604, West Tower
Atlanta, GA. 30334 - 9010 - Phone: 404-656-2133 - Fax: 404-463-5089