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Procurement Forum Card Connection 2011

Procurement Forum Card Connection 2011. Card Connection 2011. -1099 Changes -ePayables -Fraud Updates -Intellilink -Works Upgrade -Online Reconciliation. Card Connection 2011. -1099 Changes

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Procurement Forum Card Connection 2011

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  1. Procurement ForumCard Connection 2011

  2. Card Connection 2011 • -1099 Changes • -ePayables • -Fraud Updates • -Intellilink • -Works Upgrade • -Online Reconciliation

  3. Card Connection 2011 • -1099 Changes • Effective January 1, 2011, agencies will no longer be responsible for reporting Pcard transactions which are 1099 reportable • ****The Merchant Acquirer is responsible • IRS has not decided for 2012 how to handle

  4. Card Connection 2011 • -ePayables Program • Implemented June 9, 2011 for State • Only for agencies submitting payments through CARS • Captures Vouchers on back end and puts on Charge Card • ePayables cards are managed by DOA eCommerce Unit • $xx million in spend to date

  5. Card Connection 2011 • Fraud Tools you can use… • Effectiveness of Internal Controls • Internal Audit Departments • Management Review (APA) • Surprise Audits (PA) • Control Weaknesses • Lack of internal controls • Override of existing internal controls • Lack of management review • Controls to Prevent and Detect Fraud • Segregation of Duties • Monthly Reconciliations • Update Policies and Put them in Writing

  6. Card Connection 2011 • -Intellilink • Data mining tool released in April/May • DOA uses for Audits and responses • APA uses for monitoring/audit prep • Internal Audit uses for monitoring

  7. Card Connection 2011 • -Works system upgrades/enhancements • New look to Works Coming in 2012! • Less clicks more user friendly • Receipt Imaging – available NOW! • Attach a receipt online to a transaction • Email capability to users/cardholders improved

  8. Card Connection 2011 • Online Recon - Option 1 • Cardholder allocates their charges in Works with accounting codes, prints log from Works, attaches supporting documentation and forwards the log to supervisor for review.  • Online Recon - Option 2 • Cardholder allocates their charges in Works with accounting codes. Secondly, transactions are electronically routed in Works to cardholder Supervisor to review. And finally transactions are electronically routed to Fiscal Services for final review and export of data for payment to Bank of America for that cycle. • Online Recon - Option 3 • Option for any agency not using standard COV accounting structure. The agency will need to be re-implemented in NEW INSTANCE and new cards issued; OR Agency can use Option 1 or Option 2 until 2011 renewal.

  9. Card Connection 2011 • Online Recon - Option 4 • Process remains the same as today with one exception. Fiscal Services will receive logs and be responsible for keying accounting information and other data into Works. Fiscal Services will create an export file to assist in the payment to Bank of America for that cycle. • Online Recon - Option 5 • A standardized data file (mapper) is set-up per the agencies data needs. The mapper can be run on a set frequency (daily, weekly, monthly cycle) to import into the agency ERP, financial system, etc.

  10. Card Connection 2011 • Changes in eCommerce Unit Staff: • - Amy Butler and Leigh Penn joined DOA • - Valerie Alley moved on to a new position outside of the State • - Valerie’s replacement….

  11. Card Connection 2011 • Q & A

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