april 2013administration administration training day accounting

April 2013 Administration

Administration Training DayAccounting

Department of Natural Resources

GENERAL ACCOUNTIN

G


GENERAL ACCOUNTING

• Account Receivable

o Please copy Accounting on all Billing. Send the information to [email protected]

o Subject Line (Invoice – WRD)• Your Program• Type of Receivable (Invoice, Intra-Unit, Inter-Unit)


GENERAL ACCOUNTING

• Intra Unito Please use updated formo Must be signed by the Paying Unito Paying Unit please send to

[email protected] Reference ID will end in IU (1302401IU)o Invoice number will be in the Vend/Cust

column on GG reports.


GENERAL ACCOUNTING

• Inter Unito Please use updated formo When billing other agency please also send

information to [email protected]

o IF Accounting sets up an AR and the payments are mailed please have them sent to DNR - Accounting, 2 Martin Luther King Jr. Dr., Suite 1262, Atlanta, GA, 30334. PLEASE DO NOT SEND THESE AR PAYMENTS TO LOCKBOX.


GENERAL ACCOUNTING

• Revenue/Deposits

o All Revenue/Deposits must be sent to Atlanta weekly. Please do not hold Cash/Checks in local office.

o Back-up for the Revenue including Credit Card Batch tickets, Direct Journals, Deposit Tickets, and Weekly Reports must be sent to Atlanta weekly also.


Questions


ACCOUNTS PAYABLE


Accounts Payable

Today we will Review the following:

Travel Expense Statement ESS Employee Expense Reimbursement Petty Cash Invoice/Voucher Requirements ACH


Accounts Payable

Travel Expense Statement

Important Fields Page 1

- Employee ID# and Vendor ID#-Type of Travel: In State, Out of State or International Travel-Chartfield Values-Travel Advance-Signatures


Accounts Payable



-Reimbursable Expenses-Receipts for items $25+ and all Registration receipts-Miscellaneous Expenses


Accounts Payable



-Certifying which vehicle is most advantageous-Commuter Miles-Personal Miles-Mileage Rate


Accounts Payable


Per Diem Calculator Tool

-Destination -Departure/Return Date and Time-75% Day of Departure/Day of Return-Breakfast/Lunch/Dinner check boxes


Accounts Payable

Travel Expense Statement Conclusion

-Verify that all amounts are correct on Page 1-Verify all necessary signatures-All supporting receipts/employee reimbursements are attached


Accounts Payable

ESS Expense Reimbursement

-Employees are responsible for all requests, additions and changes-AP can no longer add/update employee vendors-Direct Deposit refers to Payroll and ACH refers to Expense Reimbursement-Data updates are real time – no lag-Only one bank account can be used for Employee Expense Reimbursement


Accounts Payable

ESS Expense Reimbursement

-When your register(new vendor id) or edit(existing vendor id); if you have banking information in direct deposit, the system will not save or send to Financials without banking information


Petty Cash

-What is Petty Cash used for?

-When should Petty Cash be used?

-When should you request that your Petty Cash account be closed?

Accounts Payable


Accounts Payable

Invoice/Voucher Requirements

-Complete the form. Ex. Vendor#; Vendor Name; Invoice#; Invoice Date; Amount; Chartfields-Signatures-Original Invoices-Duplicate Requests


Accounts Payable

ACH

-ACH vs Checks

-Vendor Management Form

-General Bank Account or Specific Purpose

-Vendor Signature


Form 85

• Form 85 reminders:

1. New Form

2. Cannot correct a PO using Form 85

3. Reason for correction is very important

4. Do not change the design of the form (don’t hide rows/columns or add formulas)

5. Identify one contact per section/region to avoid duplicate Forms


LABOR DISTRIBUTIO

N


• Labor Distribution is based on payroll information

• Labor Distribution entry can be transferred to your unit

• Labor distribution details are emailed to Divisions prior to Labor release.Review and submit any changes prior to the deadline stated on the email.

Labor Distribution


Labor Distribution


TRANSACTION MONITORING


GG Report

• Provides details of posted transactions• The Program Area should review the GG and submit

Form 85 adjustments monthly.• GG is emailed monthly by Conrad Rosser• The GG can be manipulated in various ways to suit

your needs.


GG

Division (All)Per (All)Program (All)FSrc (All)

Sum of Amount SrcBudgtRef Project Acct AP AR ARD ENC LD MAN PO Grand Total 04101012 615001 0.00 0.00

04101025 627049 0.00 0.00 651003 8,602.75 0.00 (8,602.75) 0.00

06306 438001 16,323.00 (7,192.87) 9,130.13 06555 619001 0.00 0.00 06919204 431001 0.00 0.00 07336 648002 0.00 0.00 07348 653600 0.00 0.00 07900205 615001 0.00 0.00 07920205 653600 0.00 0.00 07937703 653600 0.00 0.00 07944403 431001 0.00 0.00 07945202 431001 (21,827.86) (21,827.86)07999201 654001 0.00 0.00 07999202 654001 0.00 0.00 07999203 653001 0.00 0.00

654001 0.00 0.00 07999204 653001 0.00 0.00

April 2013 Administration

ASSET MANAGEMENT


ASSET MANAGEMENT

• INVENTORY CLEANUP

GENERAL INVENTORY CLEANUP

VEHICLE SURPLUS

IT CLEAN UP


GENERAL INVENTORY CLEANUP

• PRIOR REQUESTS NOT PROCESSEDo INTRA-AGENCY TRANSFER FORMS NOT

ENTERED INTO PEOPLESOFTo SURPLUS ACTION COMPLETED BUT ITEM

STILL ON INVENTORYoMISSING OR STOLEN PROPERTY


VEHICLE SURPLUS

• A new Consolidated Vehicle Surplus Procedures document has been posted to the intranet at: (http://dnrnet.dnr.state.ga.us/>Financial Services>Asset Management>Administrative Procedures> Consolidated Vehicle Surplus Procedures)o This document reviews the surplus package

requirements to expedite the surplus processo Review handouts of the Consolidated Vehicle Surplus

Procedureso Questions regarding Vehicle Surplus


View and select pictures in email for copying to computer file.


Click on photo.JPG attachments and save to a folder you can easily find later.


Folder to house PTF’s, Vehicle Inspection forms and Pictures.


Double Click on a picture and select Rename to customize the picture’s name.


To reduce the pixel count and corresponding size of the photos, right click and select “Edit”.


The following screen will appear. Next click “resize”.


The following screen will appear. In the 2 boxes under “Custom width X height:” enter 600 and 400 and click OK.


IT/COMPUTER EQUIPMENT CLEAN UP

AM NEEDS TO VERIFY IT/COMPUTER INVENTORY BY LOCATION

• GAIT/GETS PROCESS DOES NOT REFERENCE THE DNR DECAL NUMBER

• IDENTIFY WAYS TO DECREASE CREATIVE RECYCING PICK UP.

• QUESTIONS/SUGGESTIONS?

april 2013administration administration training day accounting

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