slide1 n.
Download
Skip this Video
Loading SlideShow in 5 Seconds..
Voucher Processing Paul Kosachiner and Patricia Goessler PowerPoint Presentation
Download Presentation
Voucher Processing Paul Kosachiner and Patricia Goessler

Loading in 2 Seconds...

play fullscreen
1 / 83

Voucher Processing Paul Kosachiner and Patricia Goessler - PowerPoint PPT Presentation


  • 131 Views
  • Uploaded on

Voucher Processing Paul Kosachiner and Patricia Goessler. VOUCHER PROCESSING. Paul Kosachiner, CIA, CMS, CGAP, APS Patricia Goessler Office of the State Comptroller 110 State Street Albany, NY 12236 Phone (518) 473-6905 Fax (518) 473-4392. GOALS. Discuss Parts of a Voucher

loader
I am the owner, or an agent authorized to act on behalf of the owner, of the copyrighted work described.
capcha
Download Presentation

Voucher Processing Paul Kosachiner and Patricia Goessler


An Image/Link below is provided (as is) to download presentation

Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author.While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server.


- - - - - - - - - - - - - - - - - - - - - - - - - - E N D - - - - - - - - - - - - - - - - - - - - - - - - - -
Presentation Transcript
slide1

Voucher Processing

Paul Kosachiner and Patricia Goessler

voucher processing
VOUCHER PROCESSING

Paul Kosachiner, CIA, CMS, CGAP, APS

Patricia Goessler

Office of the State Comptroller

110 State Street

Albany, NY 12236

Phone (518) 473-6905

Fax (518) 473-4392

Office of Operations 2009 Fall Conference

goals
GOALS
  • Discuss Parts of a Voucher
  • Discuss OSC’s Review Process
  • Discuss Payment Obstacles
  • Help Eliminate Excess Work
  • Help Agencies Save Time and Money!

Office of Operations 2009 Fall Conference

slide4
PARTS

OF A

VOUCHER

Office of Operations 2009 Fall Conference

voucher number 1
Voucher Number (1)
  • Unique document number
  • Agency selected
  • Reusable – but not under same batch

Office of Operations 2009 Fall Conference

interest eligible 4
Interest Eligible (4)
  • Enter “Y” or “N”
  • General Rule:

Gov. Entities – Interest Ineligible

Vendors – Interest Eligible

  • See Bulletin A-91 R1
  • Late Fees

Office of Operations 2009 Fall Conference

contract fields
Contract Fields
  • P-Contract (5)
  • Approved Purchase Order (28)
  • APO/Agency Contract (47)

Office of Operations 2009 Fall Conference

payee id 8
Payee ID (8)
  • Must be valid FEIN or SSN
  • Vendor W-9 Forms
  • Foreign Vendors 777-77-7777

Office of Operations 2009 Fall Conference

route 10
Route (10)
  • Indicates How the Check is Handled
  • A-Route Code Most Common
  • See Bulletin G-189

Office of Operations 2009 Fall Conference

voucher dates
VOUCHER DATES
  • Most Common Voucher Errors
  • Affects Prompt Payments
  • Unnecessary Interest Payments

Office of Operations 2009 Fall Conference

purchase order date 7
Purchase Order Date (7)
  • Date Agency Placed Order
  • Contract Issues
  • Lapsing Issues

Office of Operations 2009 Fall Conference

liability date 7
Liability Date (7)
  • Essential for Accurate Financial Statements
  • Date Goods/Services Received
  • Regardless When Invoice Received
  • Contract Issues

Office of Operations 2009 Fall Conference

liability date 71
Liability Date (7)
  • On-Going Services
  • Partial Shipments
  • Lapsing Issues
  • See Bulletin A-270

Office of Operations 2009 Fall Conference

mir date 19
MIR Date (19)
  • “Merchandise/Invoice Received”
  • It is either:

When Good/Services are received

When the Invoice is received

Whichever is Later

Office of Operations 2009 Fall Conference

mir date 191
MIR Date (19)
  • Starts 30-day Prompt Payment
  • MIR Sometimes = Liability Date
  • MIR Never Before Liability Date
  • How Is the MIR Date Determined?

Office of Operations 2009 Fall Conference

mir date 192
MIR Date (19)
  • Invoice Improperly Mailed
  • Defective Goods/Services
  • Inspection Period
  • No Enacted Budget

Office of Operations 2009 Fall Conference

mir date 193
MIR Date (19)
  • Contract Terms
  • OSC Review
  • Non-Vendor Payment
  • See Bulletin G-147

Office of Operations 2009 Fall Conference

payment date 6
Payment Date (6)
  • Date Check is Actually Cut
  • No More Than 30 Days Past MIR
  • Contract Issues

Office of Operations 2009 Fall Conference

payment date 61
Payment Date (6)
  • Payment Date = Date Keyed
  • Report VOU 65
  • All Vendor Payments Combined
  • See Bulletin A-491

Office of Operations 2009 Fall Conference

invoice date
Invoice Date
  • Invoice Date is not the MIR Date!
  • Quick Pay Requirements
  • Invoice Date & Number

Identifies Duplicate Payments

Office of Operations 2009 Fall Conference

proper date order
Purchase Order

Liability

MIR

Payment

Purchase Order

Liability/MIR

Payment

Proper Date Order

Office of Operations 2009 Fall Conference

example
Proper

PO Date – 5/1

Liability – 6/1

Invoice – 6/5

MIR – 6/15

Payment – 7/15

Cut Date - 7/15

Improper

PO Date – 5/1

Liability – 6/1

Invoice – 6/5

MIR – 6/5

Payment – 7/5

Cut Date - 7/15

Example

Office of Operations 2009 Fall Conference

irs code 20
IRS Code (20)
  • For Payments Other Than

Goods/Commodities

  • Federal Reporting Regulations
  • 1099 Forms

Office of Operations 2009 Fall Conference

irs code 201
IRS Code (20)

Year End Headaches

  • 1099 Errors
  • 1099 Missing
  • Request W-9 Forms

Office of Operations 2009 Fall Conference

irs code 202
IRS Code (20)
  • See Bulletin G-132
  • Fedrep@osc.state.ny.us
  • Help Desk 1-866-370-4672

Office of Operations 2009 Fall Conference

indicator statewide 25
Indicator-Statewide (25)
  • OSC Assigned Codes
  • Identifies Particular Payment Types
  • ARRA Tracking – “U”
  • See Bulletin A-602

Office of Operations 2009 Fall Conference

reference fields
Reference Fields
  • Ref/Inv. No. (26)
  • Ref/Inv. Date (27)

Office of Operations 2009 Fall Conference

description 29
Narrative of Goods/Services Purchased

Required Quick Pay Field

OSC Reviews Start on Computer Screen

Clear Descriptions Speed Up Reviews

Description (29)

Office of Operations 2009 Fall Conference

avoid agency lingo
Avoid Agency Lingo
  • Methadose Disp. Tabs-10 MG + 40 MG
  • April 08 RRAP
  • IVC Tracer Bariatric W/C
  • Type 7 Top

Office of Operations 2009 Fall Conference

proper invoice
Proper Invoice?
  • Quantity (30)
  • Unit (31)
  • Price (32)
  • Amount (33)
  • Payee Certification (34)

Office of Operations 2009 Fall Conference

total 35 discount 36 net 37
Total (35) Discount (36) Net (37)

Office of Operations 2009 Fall Conference

discount formula
Discount Formula

Discounted Amount x ____365______ = ROI

Discounted Price Days Paid Early

  • Example: $5,000 2/10 net 30
  • ($100 / $4,900) x (365 / 20) = 37.24%
  • Compare that to the interest earned on your bank account

Office of Operations 2009 Fall Conference

discount formula1
Discount Formula

30 days of interest at 4%

$5,000 * 0.003292901 = $16.46

Compared to a $100 discount

$83.46

Saved

Office of Operations 2009 Fall Conference

agency certification 39
Agency Certification (39)
  • Agency Authorized Signatures
  • If Signature <> Form AC852

Then Rejected!

  • Initials
  • See Bulletin G-126

Office of Operations 2009 Fall Conference

cost center 42
Cost Center (42)
  • Agency Unit/Dept./Program
  • IDs Where Expense is Charged to
  • See Report ASC280
  • Using Correct Cost Center?

Office of Operations 2009 Fall Conference

line 48
Line (48)
  • One Encumbrance Can Have Several Lines
  • Liquidating the Correct Line?
  • Can Hinder Agency Reviews

Office of Operations 2009 Fall Conference

vouchers a day in the life
VOUCHERSA DAY IN THE LIFE

(In a Perfect World)

Office of Operations 2009 Fall Conference

perfect world day 1
Perfect World-Day 1
  • Mail Delivered Several Times a Day
  • Batches Date Stamped & Reviewed
  • Batch Control Lists (BCL) Error Free
  • All Batches Assigned to a “Universe”

Office of Operations 2009 Fall Conference

perfect world day 2
Perfect World-Day 2
  • 10,000 – 20,000 Vouchers Daily
  • Risk-Based Approach
  • Vouchers are run against filters
  • Identifies Risky Transactions

Office of Operations 2009 Fall Conference

common filters
A-Routes

Vendors

Authorities

Million Dollar

Contract Liquidation

Discretionary Purchase

Split Ordering

Vendor Validity

Invalid Payee ID

Expired Contracts

Common Filters

Office of Operations 2009 Fall Conference

perfect world day 21
Perfect World-Day 2

All Vouchers Matched Against Filters

Either

No Vouchers Match Filter Conditions

OR

Audited Vouchers have Required Information

Office of Operations 2009 Fall Conference

perfect world day 3
Perfect World – Day 3
  • Vouchers Released for Payment
  • Payment Dates are Timely
  • Vendors Receive Payments
  • No Interest Payments Made

Office of Operations 2009 Fall Conference

vouchers a day in the life1
VOUCHERSA DAY IN THE LIFE

(The Real World)

Office of Operations 2009 Fall Conference

real world day 1
Real World - Day 1
  • How are Batches Lost?
  • Staple/Paperclip/Rubber Banded Together
  • Small Batches – Only One Voucher
  • VOU 65 Report

Office of Operations 2009 Fall Conference

real world day 11
Real World – Day 1
  • BCL Errors
  • Most Common Errors:

Not Enough Money in Encumbrance

Not Enough Money in Line

Cost Center Using Last Year’s Money

Office of Operations 2009 Fall Conference

real world day two
Real World – Day Two

Three Scenarios:

  • Voucher Hits Filter – Not Selected
  • Voucher Hits Filter – Selected
  • Voucher Does Not Hit Filter – Judgmentally Selected

Office of Operations 2009 Fall Conference

real world day two1
Real World – Day Two
  • Time Is Critical
  • Quick Pay – 2:00pm Deadline
  • Vouchers – 11:00am Deadline (D3)
  • Work Loads Vary Day to Day

Office of Operations 2009 Fall Conference

real world day three
Real World – Day Three
  • Continue Review of Day Two Vouchers
  • Start Work on New Vouchers
  • Correct Simple Data Entry Errors
  • Unresolved Issues? – Voucher Rejected

Office of Operations 2009 Fall Conference

top reasons payments are rejected
Top Reasons PaymentsAre Rejected

Office of Operations 2009 Fall Conference

missing supportive documentation
Missing Supportive Documentation
  • Purchase Order–Invoice–Receiving Report
  • Answers Most of Our Questions
  • As Price Increases More Information is Requested
  • Bid Quotes, CRA, Sole Source Justification,

etc…

Office of Operations 2009 Fall Conference

exceeding discretionary limit
Exceeding Discretionary Limit
  • If Purchase Price Exceeds Agency Limit
  • Then Agency Needs:

A Contract

An Approved Purchase Order, or

A Sole Source Justification (G-107B)

A Single Source Justification (G-107B)

Office of Operations 2009 Fall Conference

no money in encumbrance
No Money In Encumbrance
  • This Will Generate a BCL Error
  • Payments Should Never Reach OSC

Office of Operations 2009 Fall Conference

contract terms purchase price
Contract Terms<>Purchase Price
  • Many Contracts List Prices
  • OGS Lists P-Contract Information
  • Agencies Have C-Contract Information
  • OSC Can Only Adjust Price Down

Office of Operations 2009 Fall Conference

invoice has contract and non contract items
IF an Invoice Contains Both

THEN it can’t be Paid Under the Contract

EITHER the Agency Needs 2 Invoices

OR the Agency Can Copy and Divide

Invoice Has Contract and Non-Contract Items

Office of Operations 2009 Fall Conference

vendor not under contract
Vendor Not on Contract? - No Sale

P-Contract Vendor Distributors

Verify it’s a Contracted Vendor

Vendor Not Under Contract

Office of Operations 2009 Fall Conference

agency response
Agency Response
  • OSC Working With Deadlines
  • If Requested Information Not Received
  • Then Vouchers are Rejected

Office of Operations 2009 Fall Conference

agency response1
Agency Response
  • Who Signed Voucher? – First Call
  • Alternate Contact? Write on the Voucher
  • Absent? Meeting? On Vacation? Pass Day?
  • Voice Mail - Include Alternate Contact

Office of Operations 2009 Fall Conference

resubmitting vouchers
Resubmitting Vouchers
  • Quick Pay Vouchers – Stop Payment
  • Vouchers – Rejected
  • Vouchers off Central Accounting System
  • OSC Creates New Filters

Office of Operations 2009 Fall Conference

resubmitting vouchers1
Resubmitting Vouchers
  • Correct Errors and/or Obtain Info
  • Agencies MUST Re-Key Vouchers
  • Follow Same Processing Procedures
  • Don’t Send Vouchers Directly to Us

Office of Operations 2009 Fall Conference

resubmitting vouchers2
Regular Voucher Should Contain:

New Voucher Sheet

The Old Voucher Sheet

The Voucher Change Notice

Requested Information (If Any)

Resubmitting Vouchers

Office of Operations 2009 Fall Conference

resubmitting vouchers3
Resubmitting Vouchers
  • Liquidation Issues
  • Rejected C-Contract Payment
  • Funds Go Back Into Encumbrance
  • Liquidate Re-Submittal

Office of Operations 2009 Fall Conference

resubmitting vouchers4
Resubmitting Vouchers
  • Rejected APO Payment
  • Funds Go Into General Fund
  • DO NOT Liquidate Re-Submittal
  • Pay Off General Fund – Make Notation

Office of Operations 2009 Fall Conference

resubmitting vouchers5
Resubmitting Vouchers
  • Quick Pay Stop Payment
  • All Funds Go to General Fund
  • Do Not Liquidate Re-Submittals

Office of Operations 2009 Fall Conference

slide67
SAVE THAT TREE!or Reducing Paper Work

Office of Operations 2009 Fall Conference

reducing paper work
Reducing Paper Work

Batch Transmittal

Sheets

Voucher Charge Continuation

Sheets

Office of Operations 2009 Fall Conference

reducing paper work1
Reducing Paper Work

Cost to NYS to Process One Voucher?

$95

Reduce Number of Invoices

Reduce Number of Vouchers

Office of Operations 2009 Fall Conference

reducing paper work2
Reducing Paper Work
  • See Bulletin G-209 – Master Billing
  • Monthly Bills for High Volume Vendors
  • Less Paperwork for Agency and Vendor
  • Separate Contract & Non-Contract items

Office of Operations 2009 Fall Conference

reducing paper work3
Reducing Paper Work

How many invoices can go on a voucher?

No OSC Limit

Invoice Continuation Sheet – AC2373

Payee Continuation Sheet – AC2935

Office of Operations 2009 Fall Conference

reducing paper work4
How many vouchers can go on a batch?

No OSC Limit

All Vouchers Must Have Same Batch Type

See Bulletin G-012

Reducing Paper Work

Office of Operations 2009 Fall Conference

slide73
Procurement Cards

Office of Operations 2009 Fall Conference

procurement card benefits
Procurement Card Benefits
  • Purchase Limit = Quick Pay Limit
  • P-Contract Purchases
  • Reduce Procurement Paperwork
  • Agencies Get Goods Faster

Office of Operations 2009 Fall Conference

procurement card benefits1
Procurement Card Benefits
  • Eliminate Small Dollar Payments
  • One Monthly Bill
  • Less Interest For Late Payments
  • Data Available Within 24 Hours

Office of Operations 2009 Fall Conference

procurement card monitoring
Procurement Card Monitoring
  • Agencies Can Set Purchase Limits
  • Number of Procurement Cards
  • Purchase Orders and Receiving Reports
  • Inventory Controls

Office of Operations 2009 Fall Conference

slide78
Conclusion

Office of Operations 2009 Fall Conference

a bulletins
A-91-R1 – Prompt Payment Legislation

A-270 – Liability Dates

A376 – Quick Pay Voucher Rejection

A-390 – Batch Transmittals

A-491 – Auto Check Combining

A-505 – Auto Check Combining-Key Points

A-517 – VOU065 Enhancement

A-543 – Credit Card Voucher Preparation

A-589 – 2008-2009 Fiscal Year Preparation

A-602 – ARRA Payments

A-Bulletins

Office of Operations 2009 Fall Conference

g bulletins
G-Bulletins
  • G-012 – Batch Sizes
  • G-107B – Procurement Opportunity News
  • G-126 – Authorized Signatures
  • G-132 – Federal Reporting
  • G-147 – Prompt Payment Update
  • G-189 – A-Route Guides
  • G-196 – Small Dollar Purchases
  • G-209 – Telecom. Master Bills

Office of Operations 2009 Fall Conference

forms
Forms
  • AC 92 - Standard Voucher
  • AC 852 – Authorized Signatures
  • AC 2373 – Invoice Continuation
  • AC 2396 – Voucher Charge Continuation
  • AC 2408 - Document Register Form
  • AC 2935 – Payee Continuation
  • AC 3092 – Schedule Contract Payments
  • ASC 280 – Cost Center Attribute Listing

Office of Operations 2009 Fall Conference

http www osc state ny us agencies accmanual index htm
http://www.osc.state.ny.us/agencies/accmanual/index.htm

OFFICE OF THE STATE COMPTROLLER

New York State Accounting System

User Procedures Manual

Volume I – Management Reference Guide

Volume II – Appropriations Segregations, Cost Centers

Volume III – Encumbrances and Expenditures

Volume IV - Revenue

Volume VIII – Accounting Codes

Volume IX – Accounting Policies

Volume XI – Controls and Special Procedures

Office of Operations 2009 Fall Conference

slide83
Thank you!

Office of Operations 2009 Fall Conference