Agency Implementation Guide Walkthrough Session

Refund of Appropriations & Revenue Receipts

September 21, 2009

2

Agenda

Topic Time Session Overview – Objectives– Agency Meetings Schedule

5 min

LOE Form Update and Questions 15 minParking Lot Item Status Update 15 minReview of Legacy Refund of Appropriations File Formats 15 minOverview of PeopleSoft Refund of Appropriations File Formats 15 min

Break 15 minReview of Legacy Revenue Receipts File Formats 20 minOverview of PeopleSoft Revenue Receipts File Formats 20 minSession Wrap-Up 10 min

3

Session Objectives

• Familiarize agencies with required changes to the Legacy Refund of Appropriations file formats

• Introduce Refund of Appropriations PeopleSoft file formats

• Familiarize agencies with required changes to the Legacy Revenue Receipts file formats

• Introduce Revenue Receipts PeopleSoft file formats

• Ensure agencies have the information needed to make a decision on the approach they will adopt for the new CAS

• Address agency questions related to the Agency Implementation Guide

4

Agency Bulkload & Implementation Meeting Schedule

• Overview – Implementation Timeline and Agency ImplementationGuide

• Overview – PeopleSoft Bulkload Formats

August 12

PeopleSoft

Legacy

Phase 1

• Agency Implementation Guide: Payables Vouchers

• Agency Implementation Guide: Travel Vouchers

August 31

PeopleSoft

Legacy

• Statewide COA Design & Key Concepts

• Overview – Cost Center Profile

• PeopleSoft Budgetary Control

August 17

PeopleSoft

Legacy

Phase 1

• Agency Implementation Guide: Journal Vouchers

• Agency Implementation Guide: Budget Journals

September 2

PeopleSoft

Legacy

• Q & A• Direct Entry

August 19

• Agency Implementation Guide: Refund of Appropriation

• Agency Implementation Guide: Revenue Receipts

Today

PeopleSoft

Legacy

Phase 1

PeopleSoft

Legacy

• Agency Implementation Guide: Purchase Orders

• Agency Implementation Guide: Contracts

August 24

PeopleSoft

Legacy

• Maintaining Interface and COA Profiles

• Report Distribution

September 28

PeopleSoft

Legacy

Phase 1

LOE Form Update Q & A

6

LOE Form Update

• Based on agency feedback OSC updated the LOE form

• OSC released an updated LOE form on September 11th

• The updated version is meant to replace the previous form and should be completed by each Agency for each system

7

LOE Questions

• These costs should be itemized and listed under Step 6 “Other” of the LOE form.

• These costs should be itemized and listed under Step 6 “Other” of the LOE form.

Where should costs related to

changes not listed on the

form be captured e.g.

the change from object code to

account?

Where should costs related to

changes not listed on the

form be captured e.g.

the change from object code to

account?

• Yes, the LOE form applies to agencies with computer systems that supply data directly to the new CAS from outside their FMS.

• Yes, the LOE form applies to agencies with computer systems that supply data directly to the new CAS from outside their FMS.

Does the LOE form apply to

Phase I NYFMS Agencies?

Does the LOE form apply to

Phase I NYFMS Agencies?

8

LOE Questions

• OSC has tried to minimize changes to the file extract formats.

• However, in some cases, slight modifications will be required. See Appendix E of the Agency Implementation Guide for details.

• OSC has tried to minimize changes to the file extract formats.

• However, in some cases, slight modifications will be required. See Appendix E of the Agency Implementation Guide for details.

Will Outbound File Extracts come back to

the agencies in the same format

as today?

Will Outbound File Extracts come back to

the agencies in the same format

as today?

• The Accounting Codes Tables are reference tables for the various fields of the new COA.

• The Accounting Codes Tables are reference tables for the various fields of the new COA.

What are “Accounting

Codes Tables” listed under

Outbound File Extracts?

What are “Accounting

Codes Tables” listed under

Outbound File Extracts?

Parking Lot Status Update

10

Parking Lot Items

Parking Lot Item Status

•How will agencies match the central vendor file?

•How will one-time vendors be identified in the bulkload file?

•How will employees be added to the central vendor file after conversion?

•How will agencies be notified of vendor inactivation \ purge from the central vendor file?

Bernie McHugh, Director of State Expenditures, discussed vendor maintenance during the September 2nd meeting. The video of this presentation can be found at:

http://www.osc.state.ny.us/agencies/cas/agenciesguidemtg.htm

Additional information related to vendor file maintenance will be provided in the December 2009 release of the Agency Implementation Guide.

Vendor Maintenance

11

Parking Lot Items

Parking Lot Item Status

•What happens if a payment was released against the wrong purchase order?

This item has been submitted for to the Bureau of State Expenditures for further consideration.

It should be noted that the new CAS requirement to include vendor id on vouchers should reduce the occurrence of this error.

Voucher Processing

12

Parking Lot Items

Parking Lot Item Status

•Will new account codes include additional values?

•Will the first and second digit of the new account codes have the same meaning as the current object codes?

•Will different account codes be used for taxable vs. non-taxable travel?

Items have been submitted for consideration to the Accounting Domain Workgroup.

COA

13

Parking Lot Items

Parking Lot Item Status

•Has a decision been made related to the frequency of which agencies can bulkload?

•Will there be a limit on the number of bulkload files an agency can send?

•What will be the business process for bulkload vouchers that have been rejected?

Information relating to these items will be provided in a future release of the Agency Implementation Guide.

Bulkload Processing

14

Parking Lot Items

Parking Lot Item Status

•Will agencies be provided a crosswalk?

•Can Approp Internal number and Seg Sequence number be included in the Cost Center Profile?

•If these numbers are eliminated how will the budget certification process change?

PeopleSoft is not designed to accommodate Internal or Segregation Sequence numbers. However, FOCAS is current working with Agencies to understand their processing constraints associated with the elimination of Internal Number.

Appropriation Internal \ Segregation Sequence Number

15

Parking Lot Items

Parking Lot Item Status

•Will current document formats be acceptable or will changes be needed?

•Is there a way to change the current 319 and 329 in order to automate the encumbrance liquidation process?

•What will agencies use Cost Center for? Will Cost Center be carried forward?

•Paper formats are under discussion. For electronic formats, see Appendix C of the Agency Implementation Guide. Change are shown in red.

•This was discussed in the September 2nd

meeting. See section B6 of the Agency Implementation Guide. The processing of Contract or Purchase Order encumbrance information as part of a Journal Entry will no longer be supported.

•This was discussed in the August 17th meeting. See section B4 of the Agency Implementation Guide.

Parking Lot Items Answered in the Guide

Refund of Appropriations File Formats

17

Legacy Refund of Appropriations File Formats

• The Refund of Appropriation transaction is equivalent to:

• Revenue Refund Payee Transaction (T332)

• Refund Charge Transaction (T334)

• Refer to section C.10 of the Agency Implementation Guide

18

PeopleSoft Refund of Appropriations File Format Overview

• Refund of Appropriation transactions are recorded via a Voucher Adjustment in PeopleSoft

• A Voucher Adjustment in the new CAS consists of the following layouts:

– Refund of Appropriation Header (RFH)– Refund of Appropriation Line (RFL)– Refund of Appropriation Distribution Line (RFD)

• Refer to section D.8 of the Agency Implementation Guide

Break

Revenue Receipts File Formats

21

Legacy Revenue Receipts File Formats

• The Revenue Receipt is equivalent to:

• Revenue Receipts (T371)

• Refer to section C.9 of the Agency Implementation Guide

22

PeopleSoft Revenue Receipts File Format Overview

• Revenue transactions are recorded via a Regular Deposit in PeopleSoft

• A Regular Deposit consists of the following layouts:- Revenue Transaction Header (RVH)

- Revenue Transaction Line (RVL):

• Refer to section D.7 of the Agency Implementation Guide

23

Key Takeaways

• Agencies that adopt Legacy file formats may have to adopt PeopleSoft file formats in the future

• Legacy file format support will not be indefinite

24

Session Wrap-Up

Reminder: The next session is on September 28

Topics Recommended Participants

Guide Sections Under Review

Agency Implementation Guide:

•Maintaining Interface and COA Profile

•Report Distribution

N\A

N\A

N\A

NYFMS Phase 1 FOCAS Legacy Bulkload FOCAS PeopleSoft Bulkload Legacy PeopleSoft

PeopleSoft

Legacy

25

Session Wrap-Up

• Additional issues/concerns?

• Questions?

• Meeting Minutes, video and other information is available on the Bulkload Information Center Page

http://www.osc.state.ny.us/agencies/cas/bulkload.htm