AP Payments to Employees

2012/2013

Sacramento State

Problem Statement• Want to Reimburse Employees Faster

• Want to Reduce Costs– EFT cheaper than checks and mail– No Stale Dated items with EFT

• Want a Win-Win Solution with employees paid faster without need to go to bank/ATM and also reduce costs for University

Objectives• Reimburse employees faster for travel or other

expenditures through a secure electronic process– Happy employees– Reduce work for Financial Services

• Accounting Services with Stale Dated Check Process• SFSC will not have to disburse

– Reduce costs• EFT cheaper than check• No postage cost

Team Members

• Ming-Tung “Mike” Lee (ABA) - Sponsor• Susan Johnson (Accounts Payable) – Leader• Kendal Chaney-Buttleman (Accounting)• Gina Curry (Student Financial Services)• Leah Davis (Procurement)• John Guion (Procurement)• Justine Heartt (Financial Services)• IRT Project Team

Project Timeline & Milestones

• Lean Training 07/24/2012 – 07/25/2012• Meetings 08/15/2012 – 07/15/2013• Security 09/07/2012 – 04/30/2013• Configuration 11/01/2012 – 03/29/2013• Testing 01/15/2013 – 04/30/2013• Documentation 03/01/2013 – 05/15/2013• Communication 02/28/2013 – 07/15/2013• Conversion 06/10/2013 – 06/27/2013• Go Live 07/02/2013

Current-State Analysis

Decision Point

• EFT is it worth it?– YES

• Self-Serve with Vendor Conversion or Manual?– Self-Serve

Future-State Solution Development

Back on Track• Decisions have been made on a best solution for our

campus and employees• Re-engaging Stakeholders• Creating Timeline• Assigning Tasks• Biggest roadblock is time– Process improvement time is tough, when don’t want to

get behind on Operations

Solution Implementation

In Progress

• Solution is coming

• Check back for a final report

Results

Go Live

• Check back…..

Lessons Learned

• Need to dedicate more time to project• Schedule regular meetings• Research