CONTINUI UITY TY OF OF OP OPERATION ONS P S PLA LAN M ARCH - - PowerPoint PPT Presentation

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CONTINUI UITY TY OF OF OP OPERATION ONS P S PLA LAN M ARCH - - PowerPoint PPT Presentation

Aug 08, 2023 261 likes •523 views

C OMPT OF M AR PTROL OLLER ER OF ARYLAN LAND G ENERAL AL A CCO NG D IV COUNT NTING IVIS ISION CONTINUI UITY TY OF OF OP OPERATION ONS P S PLA LAN M ARCH CH 2020 General al A Accounting Divi vision Co Continuity o of f Op

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SLIDE 1

COMPT

PTROL OLLER ER OF OF MAR ARYLAN LAND

GENERAL

AL ACCO COUNT NTING NG DIV IVIS ISION

CONTINUI UITY TY

OF OF

OP OPERATION ONS P S PLA LAN

MARCH

CH 2020

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SLIDE 2

General al A Accounting Divi vision

Co Continuity o

  • f

f Op Operations P Pla lan ( (COO COOP)

GAD COOP Goal:

Ensure the processing of critical payments in a time of systemic disruption.

COOP Requirements:

  • Simple to implement
  • Clearly understood by all
  • Meets the state telework operational requirements

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SLIDE 3

General A l Accoun untin ting D g Divis isio ion

Pa Payme yment Proc Processing

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SLIDE 4

General al A Accounting Divi vision

Pa Payment Pr Process essing S Syst stem em F Flow - Current

4

COMPTROLLER

GAD

  • Audits agency invoice

transmittals

  • Final approval of invoice for

payment

  • Approves disbursing warrant

sent to STO SYSTEMS

  • R*STARS

AGENCY

  • Create Purchase Orders
  • Match Invoices to Goods/

Services Received

  • Approve Invoices for Payment
  • Batch invoices into Transmittal

for GAD Processing SYSTEMS

  • Agency ERP
  • ADPICS
  • R*STARS

TREASURER

STO

  • Receives disbursing warrant

from GAD

  • Issues disbursements – prints

checks

  • Issues disbursements – ACH/

EFT SYSTEMS

  • TBAIS/i5

CURRENT STATE

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SLIDE 5

General al A Accounting Divi vision

Co Continuity o

  • f

f Op Operations P Pla lan ( (COO COOP)

GAD Payment Processing COOP Plan:

During the activation of Elevated Level 2 and beyond/GAD COOP, the following plan would address the state agencies ability to process and make critical payments1:

  • TIER 1 - State Agencies would utilize current CPC cards to capacity.
  • TIER 2 - CPC Emergency Release Cards (ERC) would then be an

alternative, as granted by the Office of the Governor.

  • TIER 3 – For interfacing FMIS payment files and large transactions, agencies

would operate within the current FMIS payment process with GAD.

  • TIER 4 - State Agencies would utilize internal Working Fund accounts to

make critical payments.

1 Critical Payments would be defined and identified by the agency CFO’s and/or their designees.

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SLIDE 6

General al A Accounting Divi vision

Pa Payment Pr Process essing S Syst stem em F Flow - COOP COOP

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STATE OF E OF M MD P PAYMENT P PROC OCES ESSING – GAD C COOP OOP/LEV EVEL EL 2 2+

AGENC NCY GA GAD ST STO TI TIER 4 4 – WORKING FUND PMT TI TIER 1 1 – CPC PMT TI TIER 2 2 – ERC PAYMENT TI TIER 3 3 – FMIS PAYMENT CR CRITICA CAL P PAYMENT

Critical P l Payment Identified? NO HOLD P Payment until GAD communicates normal payment
  • perations resume
YES Can the payment be made
  • n the existing
agency CP CPC c C cards? YES Execute p payme ment
  • n the US Bank
CPC Card in accordance with normal policy NO Can the payment be made
  • n the Agency E
ERC Card rd? YES Does the Agency have ERCs? NO Request ERC Card from the Office of the Governor ERC Card Issued? YES Execute payment on the Agency’s ERC YES Is the critical payment a GA GAD D Interface F File? NO Is the critical payment Over $1 $100k 00k? NO YES Send the transmittal to GAD in the normal, existing workflow Adequate agency Working F Fund nds available? NO Pay critical payment with Agency Working F Fund nd YES NO Request Temporary Emergency Working Fund advance from GAD GAD reviews, approves Working Fund Advance NO YES STO Iss ssues p s payments in normal disbursement process

Agency CFOs determine critical payments for their respective agencies.

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SLIDE 7

General al A Accounting Divi vision

Co Continuity o

  • f

f Op Operations P Pla lan ( (COO COOP)

Implementation:

Leading up to the implementation of the GAD COOP Plan

GAD Implementation

  • Accelerate Payables queue for pending payments
  • Plan for temporary Working Fund advances to agencies

Agency Implementation

  • Review, approve, and process all outstanding payables and transmit to GAD for payment

ASAP.

  • Review Working Fund balances, plan level of disbursements based on projected emergency

payables, and request temporary Working Fund advances to meet short-term, emergent need.

  • Work with the Office of the Governor for any CPC Emergency Release Card need.
  • Communicate with GAD any other specific payment flow that will need to be addressed.

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SLIDE 8

General al A Accounting Divi vision

Co Continuity o

  • f

f Op Operations P Pla lan ( (COO COOP)

Activation of Level 2+/COOP1:

Operations during Level 2+/Payment Processing COOP Plan

GAD Operations

  • Issue temporary Working Fund advances to agencies as needed, on an emergency basis
  • Maintain critical payment flows through the FMIS system

Agency Operations

  • Utilize current CPC cards to capacity. Pursue Emergency Release Cards (ERC), where

applicable, for emergency payments

  • Request additional Working Fund advances from GAD as needed
  • Channel critical payment flows through GAD as planned and discussed
  • Pay critical invoices through agency Working Fund accounts

1 Elevated Level 2 (Level 2+) was declared by Governor Larry Hogan on 3/12/20 at 4:00pm

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SLIDE 9

General al A Accounting Divi vision

Conta

  • ntact Inf

t Informati tion – Pa Payment Pr Proces essi sing

9

Sandra Zinck

Director, GAD 410-260-7859 bwaters@marylandtaxes.gov

Christopher Kratzen

Deputy Director, GAD 410-260-7821 ckratzen@comp.state.md.us

Payment nt P Processing ing C Cont ntact I Info nformatio ion:

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SLIDE 10

Pa Paym ymen ent Proc Processing C COOP OOP

TIERS ERS 1 & 1 & 2 2

CPC & & Emer Emerge gency Release se C Cards s (E (ERC) C)

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SLIDE 11

General al A Accounting Divi vision

1/2 /2. C . CPC PC & & Emergency Releas ase C Cards rds

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Emergency Release Cards (ERCs) are just that, emergency P-Cards. We recommend all agencies use the following tiered approach: TIER 1: CPC Utilization

  • Agencies should utilize current CPC P-cards to their fullest capacity in the Level

2+/COOP

  • Current CPC Program limits and guidelines still apply as it exists.

TIER 2: ERC Request/Activation

  • Request/Activate ERCs as determined necessary by the Office of the Governor
  • Contact the Office of the Governor for ERC activation and administration

NOTE: The Office of the Governor determines the need and approval of ERCs within the agencies.

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SLIDE 12

General al A Accounting Divi vision

Conta

  • ntact Inf

t Informati tion – CP CPC C Cards rds

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Tina Teasley

CPC Global Administrator, GAD 410-260-7458 lteasley@marylandtaxes.gov

Monica Wheatley

Manager Administrative Services, GAD 410-260-7520 mwheatley@marylandtaxes.gov

CP CPC Co C Contact Inform

  • rmation
  • n:
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SLIDE 13

General al A Accounting Divi vision

Conta

  • ntact Inf

t Informati tion – ERC Car ards

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Linda Crawford

Finance Special Assistant, Governor’s Office 410-974-3071 linda.crawford@maryland.gov

Mona Vaidya

Director of Finance, Governor’s Office 410-974-3071 mona.vaidya@maryland.gov

Emergency Re Rele leas ase C Car ard C Contac act I Information:

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SLIDE 14

Pa Paym ymen ent Proc Processing C COOP OOP

TIER ER 3

Critica ical l FM FMIS P S Payme ayments

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General al A Accounting Divi vision

3. . Critical F FMIS Pa Payments s (COOP OP)

TIER 3 Normal FMIS Payments during COOP/Level 2+:

Certain payment streams have been identified that cannot be transitioned to Tiers 1 & 2 CPC or ERC alternative payment mechanisms nor Tier 4 Working Fund Agency disbursements. For such payments, the FMIS transmittal payment process through GAD will still operate as designed1.

COOP/Level 2+ FMIS Payment Criteria:

  • Transactions cannot be transitioned to CPC, ERC, or Working Fund or ERC
  • Payment files are interfaced through FMIS to GAD
  • Payments are individually greater than $100k

1 Processing times may vary based on circumstances

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SLIDE 16

General al A Accounting Divi vision

3. . Critical F FMIS Pa Payments s (COOP OP)

TIER 3 FMIS Payment GAD/Agency Review:

Agencies will need to work with GAD to strategize the following aspects regarding Tier 3 FMIS Payments under the Level 2+/GAD COOP: 1. Identification and Planning of Tier 3 Payments for your agency 2. Transmittal delivery options and alternatives

Agencies should contact Breanne Waters and Christopher Kratzen to discuss these Tier 3 FMIS Payments anticipated during Level 2+/GAD COOP.

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SLIDE 17

General al A Accounting Divi vision

3. . Critical F FMIS Pa Payments s (COOP OP)

  • 1. TIER 3 FMIS Payment Identification:

Agencies will need to work with GAD to identify and ensure such critical FMIS payment streams remain in effect during the COOP/Level 2+

  • peration.

FMIS Payment Process Considerations:

  • How is the transmittal batch sent to GAD?
  • What are the payment distribution types?
  • What is the frequency of the payment batches sent?

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SLIDE 18

General al A Accounting Divi vision

3. . Critical F FMIS Pa Payments s (COOP OP)

  • 2. Tier 3 Transmittal Delivery Alternatives:

Given the current pandemic situation is unprecedented and the need to enact telework, GAD will work with agencies who want to discuss alternative methods to deliver transmittal batches.

Current non-electronic Transmittal delivery methods:

  • US Postal Service Mail
  • Courier
  • Fax
  • Hand delivery to GAD

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SLIDE 19

General al A Accounting Divi vision

Conta

  • ntact Inf

t Informati tion – Cri ritical F FMIS S Pay ayments

19

Breanne Waters

Vendor Services, GAD 410-260-7859 bwaters@marylandtaxes.gov

Christopher Kratzen

Deputy Director, GAD 410-260-7821 ckratzen@comp.state.md.us

Payment nt P Processing ing C Cont ntact I Info nformatio ion:

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SLIDE 20

Pa Paym ymen ent Proc Processing C COOP OOP

TIER ER 4

Wor

  • rking

g Fun Funds

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SLIDE 21

General al A Accounting Divi vision

4. . Work rking F Funds nds – COOP R Requ quests ts

TIER 4 Working Fund Emergency Requests:

During the activation of Level 2+/COOP, Agencies should request Working Funds considering:

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GAD Approval and Disbursement of Advances

  • Temporary Advances will be

disbursed when (1) the State of MD is in Level 2+ operations or (2) Level 2+ operations have been announced and preparation is underway

Requirements for Agency Requests

  • Working Fund Request Form, completed, and
  • approved. (Ensure all demographic and

information is completed on the form)

  • Provide a 2-Week AP Aging for the agency

supporting the requested amount

Submission of Agency Requests

  • Email the form and supporting

documentation to GAD_WorkingFund@marylandtaxes.gov

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SLIDE 22

General al A Accounting Divi vision

4. . Work rking F Funds nds – COOP O P Operati tion

  • ns

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TIER 4 Working Fund – Operations:

During the activation of Level 2+/COOP, Agencies should consider the following

  • perational aspects with regards to Working Funds:
  • State Agencies should plan on additional checks being disbursed from the Working Fund

account(s) and ensure they have adequate check stock

  • Advances will not be executed until Level 2+ is declared1 or enacted
  • Agencies are responsible for monitoring their appropriation limits and ensure they are

NOT exceeded.

1 Elevated Level 2+ was declared by Governor Larry Hogan on 3/12/20 at 4:00pm

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General al A Accounting Divi vision

4. . Work rking F Funds nds – Rei eimburse sements

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Once the Level 2+/COOP is lifted, and normal operations resume, additional communications will follow regarding the submission of Working Fund reimbursements. Please keep in mind the following reimbursement criteria when operating in Level 2+/COOP and disbursing Working Funds: Reimbursement Transmittal Submission

  • Agencies should pool invoices paid through the working fund COOP in discrete

transmittal batches. Do not co-mingle the COOP Emergency invoices with other transmittals

  • Label these discrete batches ‘EMERGENCY’ on the Transmittal Cover Sheet

Subsequent GAD Accounting Considerations

  • GAD will work with the reimbursement transmittals and the agencies to ensure

appropriate 1099 reporting, vendor table maintenance, and approvals are documented

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SLIDE 24

General al A Accounting Divi vision

Conta

  • ntact Inf

t Informati tion – Work rking F g Funds

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GAD_Working_Funds@marylandtaxes.gov

Nikki Doherty

Controls Readiness Analyst, GAD 410-260-6377 ndoherty@marylandtaxes.gov

Sandra Zinck

Director, GAD 410-260-7820 szinck@marylandtaxes.org

Wo Working ng F Fund nd Cont ntact I Info nformation: