Welcome to theBusiness Users Group

Thursday, March 6th, 2008

9:00am – 11:30am

• Announcements

• Presentations~ Accounting 101~ Fixed Assets QRC~ PO Clean Up~ Technical Help Page~ Internal Controls~ Documentation Procedures

• Questions and Answers

Today’s Agenda

• NIS Update (Amy A)

• Encumbrances (Julie)

• Year End Reminder – FAs cleaned up (Amy W)

Announcements

FIXED ASSET CLEAN UP

• Unposted Fixed Asset Report

• No Cost Integrity Report

• Auditor F/A Listing Report

Unposted Fixed Asset Report

NIS Menu: Role - Fixed Assets , Fixed Assets > Fixed Assets – Statewide > Integrity Reports > Unposted Fixed Asset Report

• All the transactions which have been posted to a 58XX00 in the General Ledger, but have not yet been posted to a fixed asset.

– Either Post to a tag # or Pass– A clean report at year-end.

No Cost Integrity Report

NIS Menu: Role - Fixed Assets, Fixed Assets/Capital Asset Management > Fixed Assets > Fixed Assets – Statewide > Integrity Reports > F/A No Cost Integrity

• Lists tag # that have been set-up, but don’t have costs applied.

– Apply cost to the tag # or delete tag #– Has to be clean at year-end except for tag #s that are

apart of a PO

Auditor F/A Listing Report

NIS Menu: Role - Fixed Assets, Fixed Assets/Capital Asset Management > Fixed Assets > Fixed Assets – Statewide > Inquiries and Reports > Fixed Asset Reports > Auditor F/A Listing Report

• Listing of an Agency's Fixed Assets by Tag Number along

with cost, date acquired, location fields, responsible business unit, etc.

– Check to make sure all assets are included on the report

Paul CarlsonAccounting 101

Standard Accounting Rules

• Assets – Liabilities = Fund Balance

• Assets = Liabilities + Fund Balance

• Assets = Liabilities + Fund Balance +

Current Year Income – Current Year Expenses

Cash vs. Accrual

• CASH BASIS–Cash = Total Income – Total Expenses

• ACCRUAL BASIS–Cash + Other Assets = Fund Balance +

Liabilities + Income - Expenses

Cash Flow Statement• Beginning Cash

*Collect a Receivable

*Payment of Salaries

*Purchase a Truck

*Increase Petty Cash

*Master Lease

*Receive Insurance Check

*Receive Appropriation

*Fund x-fer for Expenses

*Buy on Purchase Card

●Ending Cash

+--==+==-

Amy ArchuletaFixed Assets QRC

• QRC for Fixed Assets Reports

Fixed Assets QRC

Can be found at http://www.das.state.ne.us/nis/trainingmanuals/810_training_manuals/fa/016_FA_QRC_061229_web.pdf

Amy WilsonPO Clean Up

PURCHASE ORDER CLEAN UP

1. Allotment Status Report - R5509146A - MREPORT – Check the Encumbrance Column

2. Allotment Status Encumbrance Detail – R5509730 NIS Menu: Role - General Accounting, General Accounting -

Agencies > Inquiries and Reports > Accounting Reports > Allotment Status Encumbrance Detail Report

PURCHASE ORDER CLEAN UP (Cont.)

3. PA Commitment Inquiry

NIS Menu: Role – Procurement, Purchasing - Agency > Inquiries & Reports > Purchasing Inquiries > PA Commitment Inquiry

– In the QBE Account Number column - *Business Unit.Object*

– Find

– Highlight first line of PO Row / Order Entry

PROBLEMS STATE ACCOUNTING IS SEEING

• Rounding

• Negative encumbrance amount on Allotment Status Report

• Cancel date in the future

• Reports not the same as PA Commitment Inquiry

• POs open that should be cancelled – Agency is not going to receive the goods or services

FINANCIAL PROBLEMS w/ POs

• Send email to State Accounting’s mail-in database using the following link: http://www.das.state.ne.us/accounting/nis/contacts.htm

• Select link for Purchasing

• Provide in email– Order #– Order Type – Short description of problem

Brian SvikTechnical Help Page

Technical Help Page

The old Tips & Tricks Page on the NIS Site (www.das.state.ne.us/nis) has become the Technical Help Page

Lynda RoeslerInternal Controls

Internal Controls

State Accounting Internal Control website: http://www.das.state.ne.us/accounting/nis/internal_control.html

Kathy Pahre

Documentation Procedures / Internal Controls

Documentation Procedures Internal Controls

Documentation

Documents must stand alone. Show Your Work. Where did you get your calculations?

All supporting paperwork must be attached to the document so that a person pre-auditing or reviewing the document can see where the numbers come from.

When doing Pre-audit put a (green) tickmark by all of the items you looked at and reviewed. For example on a utility bill:

• We aren’t paying taxes.• Amount agrees to the invoice amount• The vendor is correct • The NIS Address Book is correct• Verify the invoice number – this prevents duplicate payments • Verify the date rec’d• The coding is proper• Location is correct – at Dept of Roads we have buildings, yards, rest areas etc. • Standardize your procedures.

Documentation Procedures Internal Controls

Documentation

Make checklists to help you be consistent.

We have a checklist for the top 20 types of receipts and how to code them.

Another example of documentation:If you are doing a journal entry to fix a problem – Reference the original document that you are fixing.Tell us why you are fixing the document. Was it wrong object code? What was wrong?

Documentation Procedures Internal Controls

Internal Control

Our goal is to make sure we are following the rules and catch problems before they get paid, rather than during the audit.

• Are we following the established rules for travel and conference expenses?• Did we attach the Travel Request?• Did we pay the proper rate? 50.5 cents per mile.• Did we follow the 60 mile rule?• Did the person requesting reimbursement for breakfast leave before 6:30 a.m?• Did we attach the conference agenda?

Documentation Procedures Internal Controls

Documentation Procedures Internal Controls

Documentation Procedures Internal Controls

Questions & Answers