Welcome to theBusiness Users GroupThursday, August 24, 20069:00am 11:30am

Todays AgendaAnnouncementsPresentations Review ERD FormReportsBudget StatusReceived Voucher StatusOutstanding WarrantsRUG UpdateFixed Assets how to handle additional cost

AnnouncementsChanges on NIS TeamCAFR Status

An optimist might say -What is near and dear to all our hearts?A pessimist might say What causes me the most time and trouble?

The answer to both is The shiny new Expense Reimbursement Document.

The debut of our new expense reimbursement form was July 1, 2006.State Statute 81-1177:The Director of Administrative Services is required to have prepared a uniform traveling expense account form to be used by all state officers and employees when making a request for payment or reimbursement for traveling expenses. No traveling expense request shall be approved for payment unless it is made on the form prescribed and furnished by the director.Find the new ERD form on the State Accounting website under Forms.

Green shaded areas shown are optional fields for Agency useTransportation Document NumberLodging Document NumberBatch NumberDocument Number

Enter month/day of eventEnter start and stop points (location) for each trip State purpose of tripEnter start and stop times for each tripActual amounts for mealLodging DB or invoice amountMiscellaneous expense or use for further explanation

Direct BillingsBusiness Units/Object CodesEmployee InformationEmployee Signature and dateSupervisor or Approver and dateAuthorized Signature and date

Budget Status by Agency Report

Run the Budget Status by Agency report to manage the spending of budgeted dollars. This report will include totals and subtotals by account.View the work instructions for running the Budget Status by Agency report in the General Accounting manual on the NIS website.

Enter the Agency and Division.This report can also be narrowed down by:FundFund TypeBusiness Unit

Enter the Period Number and Fiscal Year.

Received/Vouchered Status Report

Run the Received/Voucher Status Report to review detailed information about outstanding purchase order encumbrances.View the work instructions for running the Received/Voucher Status report in the General Accounting manual on the NIS website.

NIS0001 - run report by Supplier NIS0002 - run report by Purchase Order

Enter the Agency Number.This report can also be narrowed down by:Business UnitFund

Outstanding Warrants Report

Outstanding Warrants ReportNavigate to the State Accounting website to review the Outstanding Warrants report.http://www.das.state.ne.us/accounting/Click NISClick ReportsClick Outstanding Warrants ReportsChoose the PDF or Excel version of either the AP or Payroll warrants reportsFind your agency on the report

RUG Update

Run the AP Detail with Aging report to view total open accounts payable with aging totals by due date, fund, and supplier address book number. View the work instructions for running the AP Detail with Aging report in the Accounts Payable manual on the NIS website.

To sequence this report by Due Date, choose both Data Selection and Data Sequencing.

Enter the Fund.This report can also be narrowed down by:SupplierDue Date

Move Discount Due Date from the Available Columns to the Sequenced Columns and move to the top of the list.

Verify the followingAging Date = blankDate Type - I

Run the AP Detail with Remarks report to view accounts payable detail assist in managing cash flow.View the work instructions for running the AP Detail with Remarks report in the Accounts Payable manual on the NIS website.

Choose NE999003 Open A/P Detail w/remarks by fund.

To sequence this report by Due Date, choose both Data Selection and Data Sequencing.

This report can be narrowed down by:FundSupplierDue Date

Move Discount Due Date from the Available Columns to the Sequenced Columns and move to the top of the list.

Do not make changes to the Processing Options.

Run the G/L Post Budget Failure report to review specific information on a batch that failed to post.View the work instructions for running the G/L Post Budget Failure report in the Budget Failure manual on the NIS website.

Choose NIS0001.

Enter the Batch Number and Batch Type.Enter G for journal entry, V for voucher, O for receipt .

Run the Print Voucher Journal report to review voucher batches before they are posted.View the work instructions for running the Print Voucher Journal report in the Accounts Payable manual on the NIS website.

Enter the Batch Number.

Fixed Assets

Fixed Assets RemindersTo add cost to an existing asset, create a new tag number with a parent/child relationship.A State Accounting policy is in progress to address this process.When creating a journal entry for a fixed asset transaction, use a 580000 object account do not use a 170000 object account.Use a status starting with a P (i.e. PS pending surplus) when disposing of an item do not use a status starting with a D (i.e. DS disposed surplus). Surplus Property will change it to these codes.

Thank you for coming!

Please remember to fill out an evaluation!