PAYROLL, PAYABLES, AND EXPENDITURES DIVISION ACCOUNTS PAYABLE DEPARTMENT

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1 PAYROLL, PAYABLES, AND EXPENDITURES DIVISION ACCOUNTS PAYABLE DEPARTMENT Summary of Major Accomplishments During Fiscal Year 2004, the disbursed $1,195,900,993 in payments. The Department processed 359,592 invoices, issued 199,759 checks totaling $575,103,490, wired 374 payments totaling $12,698,160 and initiated 305 ACH electronic funds transfers totaling $608,099,343. The Department continued to directly input check requests. This change from the prior procedure of batching payment documentation and submitting it to Control and Data Entry for input resulted in a somewhat increased workload for the Accounts Payable staff but yielded valuable insight and experience that will be invested in the new check request system. The Department continued to directly deposit travel reimbursements and other payments to employees that have their payroll payments directly deposited. Accounts Payable processed 39,149 deposits to employees accounts reducing the number of checks written, handled and distributed by the Department. These deposits totaled $17,756,636 and represent an increase of more than fourteen percent over last year s 34,236 direct deposits totaling $12,698,160. This increase primarily resulted from the campus increased utilization of direct deposit. The Department began sending notifications of direct deposits to the employees registered address. This change eliminated the paper forms that were formerly purchased, printed and processed before being mailed to employees. The Department notified employees much more timely because mail travel time and lost or misdirected paper forms were eliminated In order to increase data security, the Department acquired a shredder to destroy unneeded documents containing social security numbers or other potentially sensitive information. This procedure improves data security but does require additional manual efforts by the staff. Summary of FY Goals Accounts Payable continues to champion the development of an electronic check request system. The system will also include a module to automate the travel authorization and travel reimbursement process. Campus contacts in academic business offices enthusiastically endorse the development of the electronic check request system and several have volunteered to assist in the testing processes. The Department expects the positive impact on University operations to exceed that of the imaging system and, in the long run, to result in significant cost savings. The travel reimbursement process would C-179

2 become truly paperless and total processing time would dramatically decrease while accountability would increase. Initial designs anticipate a web based system that would allow University departments to enter check request information directly into an electronic form on their personal computer instead of typing the information onto a paper form. The University s computer system will then subject the data to several edit tests before processing continues. These edits will be designed to eliminate errors and omissions that delay check writing. Current procedures require that the paper check request be manually routed for approval and then transported to Business Services. The check request is then manually moved through several Business Services offices for processing before it arrives in Accounts Payable and payment can be requested. The new check request system will electronically route the information for approval and processing until, ultimately, Accounts Payable reviews the check request and approves the payment. The issuing department may query the system from their personal computers and determine the status of their payment requests. Payments will be made faster, accuracy and accountability will increase, and the occasional lost document will be eliminated. Throughout the year, the Department held ad-hoc planning discussions with the Procurement Department, the Expenditure Control Department, and the Contracts & Grants Department. In June, the Department hosted a meeting with the Administrative Information Systems (AIS) programmers and the Expenditure Control Department to begin preliminary design of the proposed new system. The Department continues to prepare for the eventual implementation of a system enabling Accounts Payable to receive and pay invoices electronically. Several large vendors contacted the Department during the year encouraging the use of the technology. Depending on how such technology would be implemented, the capability would require significant assistance from AIS personnel who are already working on a lengthy list of priority projects. During the coming year, the Department will strive to identify and evaluate current technologies to support electronic data interchange that requires a minimum of assistance from the AIS staff. Statistical Information The following schedules contain statistical information presenting the results of the operation of the Accounts Payable office during the past year. The financial charts provide comparative data broken down into various categories to assist in analyzing the payments processed by the University. C-180

3 Vendor Analysis Summary Schedule A FY 2004 FY 2003 Category Current YTD Prior YTD Company Totals Net amount $908,079,173 $753,953,851 Check details 189,825 16,788 Checks 71,332 63,082 Vendors 14,043 14,527 Library Totals Net amount $8,247,196 $4,499,371 Check details 2,292 2,173 Checks 2,280 2,155 Vendors Individual Totals Net amount $186,403,874 $238,684,956 Check details 48,675 21,721 Checks 41,862 28,372 Vendors 11,769 10,400 Stipend Totals Net amount $7,551,930 $7,438,692 Check details 27,139 30,821 Checks 22,929 28,674 Vendors 22,913 28,640 Bookstore Totals Net amount $4,934,735 $6,687,131 Check details 9,467 15,880 Checks 1,359 2,079 Vendors Trust Dept. Totals Net amount $80,684,085 $76,939,327 Check details 82,194 85,051 Checks 59,997 61,392 Vendors 59,938 61,303 Final Totals Net amount $1,195,900,993 $1,088,203,328 Check details 359, ,668 Checks 199, ,754 Vendors 109, ,984 C-181

4 The University of Georgia Summary of Effort For the Year Ended June 30, 2004 # Checks Check Amt. # Invoices # Vendors # Checks Check $ # Invoices Companies 71, ,079, ,825 14,043 36% 76% 53% Individuals 41, ,403,874 48,675 11,769 21% 16% 14% Stipends 22,929 7,551,930 27,139 22,913 11% 1% 8% Full Effort 136,123 1,102,034, ,639 48,725 68% 92% 74% Trust Dept. 59,997 80,864,085 82,194 59,938 30% 7% 23% Bookstore 1,359 4,934,735 9, % 0% 3% Library 2,280 8,247,196 2, % 1% 1% Delegated 63,636 93,866,016 92,953 60,873 32% 8% 26% Final Totals 199,759 1,195,900, , , % 100% 100%

5 The University of Georgia Increase or Decrease in Comparative Disbursements For the Years Ended June 30, 2003 and June 30, 2004 # Checks Check Amount # Invoices # Vendors Companies 8,250 $154,125, , Individuals 13,490 -$52,281,082 26,954 1,369 Stipends -5,745 $113,238-3,682-5,727 Full Effort 15,995 $101,957, ,309-4,842 Trust Dept. -1,395 $3,744,758-2,857-1,365 Bookstore $1,752,396-6, Library 125 $3,747, Delegated -1,990 $5,740,187-9,151-1,544 FINAL TOTALS 14,005 $107,697, ,158-6,386

6 The University of Georgia Schedule of Direct Deposits For the Year Ended June 30, 2003 Month # Items Total $ July 2541 $1,363,006 August 2449 $1,357,319 September 2563 $1,280,975 October 2450 $1,354,627 November 2592 $1,282,566 December 2335 $1,153,756 January 2286 $1,181,971 February 3343 $1,275,065 March 4348 $1,668,284 April 4697 $1,817,154 May 5040 $1,944,120 June 4505 $2,077,792 TOTALS $17,756,636 The University of Georgia Schedule of Wire Transfers For the Year Ended June 30, 2004 Month # Items Total $ July 64 $518,846 August 39 $311,756 September 26 $330,213 October 30 $620,956 November 17 $468,474 December 18 $393,664 January 20 $432,292 February 19 $418,357 March 42 $629,651 April 42 $7,184,919 May 31 $747,709 June 26 $641,323 Total 374 $12,698,160

7 ACCOUNTS PAYABLE ORGANIZATIONAL CHART FY 2004 Director Robert McGee Manager George Moore I Deborah Branyan Gladys Thomas Purchase Order Section Supervisor Jennifer Collins Check Request Section Supervisor Patricia Sims Vendor Relations Supervisor Kim Collins Rebecca Edwards Sarah Fuller Rebecca mccurley Sarah Scarborough Melba Shelton Accountant I Sarah Garner Carol Blalock Leslie Caldwell Amber McGee Jennifer Oates Annette Payne Accountant I Valerie Christopher Shirley Strickland Carrie Miller