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RISAIL Automated Approval Process

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What is the automated approval process?

• Certain Payment Documents will automatically advance from 4IR (Ready for AP) status to 4IA (approved) status.

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What Payment Documents are included in the automated approval

process?

• RISAIL Invoices and Direct Pay Documents under $500

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Are there any exceptions?

• Payments to AI (Audit Info) Vendors• Payments with Vendor Backup Handling Code• Payments against Bond Accounts (funds 22&23)• Payments against Certificates of Participation-COPs

(fund 26)• Employee Reimbursement and Petty Cash Payments• Credit Memos• Batch Imports• Corrections Required

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How will the automated approval process work?

• Agencies will continue to process payment documents in the RISAIL System.

• Payment Documents will continue to be signed by an Authorized Agent.

• Payment Documents will continue to be “Departmentally Approved” within the RISAIL System.

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Process Continues...

• Invoices and Direct Pay Documents less than $500 and not “excluded” from the automated approval process must be kept aside.

• Payment documents greater than or equal to $500 and those that are part of the excluded items should continue to be sent to the Controller’s Office as usual.

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Ok, So Now I Have These Documents, What’s Next?

• On a weekly basis, as documents are advanced from 4II (In Progress) to 4IR (Ready for AP) status, they can be considered on “hold” or in “suspense”.

Weekly Meaning:

Saturday 12:00 midnight to Friday 11:59pm

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SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY12:01 am the beginning of the processing Week 1

Week 1 Week 1 Week 1 Week 1 Week 1

Week 1 ends 11:59 pm

12:01 am Week 1 documents will change from 4IR to 4IA status AND the beginning of the processing week 2.

3:00 Week 1 documents must be received by the Controllers Office

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•Each Saturday, the documents on hold will be automatically advanced to 4IA (approved) status.

•This means, these documents will be part of the Monday morning check process and by approximately 9:00 am, will be in 4IP (paid) status.

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E M E R G E N C Y ! ! !

• If you need a vendor paid immediately, we can still go ahead and manually approve a document less than $500 the old fashioned way.

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Because the Controller is the Official State Record Keeper...

• Documents must be kept in order by RISAIL Location (example 68B) and by Department Approver (68MAF000)

• Payment Documents need to be placed in large envelope(s)

• A label must be completed and affixed to each envelope, placed on top of the flap.

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SAMPLE LABEL Automated Approval

Certification Label

Package___of___ Week Ending: _ __________

Location:_ ______

Deparment Name:______________________

Fund/Agency_________

Total Payments Processed:$_______________

Total Number of Payments Processed __ _______

I certify that the items and totals included above areproper charges against the STATE OF RHODE ISLANDAND PROVIDENCE PLANTATIONS.

______________________________________Authorized Agent Date

Accounts and Control Only

Reviewed By_______________ Date___________

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•By 3:00 each Wednesday all payment documents that were part of the previous week’s automated process must be delivered to a specified place/person in the Controller’s Office.

•You will be given a receipt as confirmation that your documents have been received.

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Sample Receipt

Document Package Receipt

Week Ending____/____/____ Location:___________

Received By:______________ # of Packages_______

Date Received:____________

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How will I keep track of all of my payment documents?

• You will have access to two reports that will aid in managing your documents

• These reports can be found on the Controller’s website

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The “Potential” Report

• This report will list all payment documents that have the potential to be automatically advanced to 4IA status.

• “Potential” simply means that the documents can still be canceled or returned if needed.

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Potential documents to be approved next Saturday

Location:68A Document Type: BSDI From: 052205

Person Municipal Invalid BankDate dept Dept Doc Doc class/item ACH Fund Vendor Vendor

Loc approved approved Type NBR missing Vendor Difference Amount Name Nbr

68A 5/24/2005 68LLB000 BSDI 568STP125 231.32 IBM 00156868A 5/24/2005 68LLB000 BSDI 568DRC203 Y Y Y 492.35 Providence 002589

Vendor Date Enter EffectiveGrp Entered By date

01 5/23/2005 568STP000 5/23/200501 5/24/2005 568DRC000 5/24/2005

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The “Actual” Report

• The Actual Report will list all payment documents that have actually changed to 4IA (approved status) through the automated process.

• These documents must be included in the document package

• The Actual Report will be available Saturday morning. Those documents listed as 4IA will be advanced to 4IP on Monday. If a document remains in 4IA status on Monday, most likely the vendor is on Remit Hold.

• These documents must be included in the document package

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•The Actual Report will list documents that have gone from 4IR or 4IA to a lesser status (4IRT-Returned or 4IC-Canceled)

•These documents must be NOT be included in the document package

The Actual Report

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Actual Documents Approved

Location:68A Document Type: BSDI From: 052205

Person Municipal Invalid BankDate dept Dept Doc Doc class/item ACH Fund Vendor Vendor

Loc approved approved Type NBR missing Vendor Difference Amount Name Nbr

68A 5/24/2005 68LLB000 BSDI 568STP125 231.32 IBM 00156868A 5/24/2005 68LLB000 BSDI 568DRC203 Y Y Y 492.35 Providence 00258968A 5/24/2005 68LLB000 BSDI 568DRC204 18.00 Sercurity Concepts00118268A 5/25/2005 68LLB000 BSDI 568DRC207 75.00 Cranston 00158768A 5/25/2005 68LLB000 BSDI 568CDM022 256.00 Shur-Az 00895468A 5/26/2005 68LLB000 BSDI 568CDM029 443.66 Uniforms Inc 01785

Remit Hold68A 5/26/2005 68LLB000 BSDI 568CDM018 499.99 Lowes 01785

Changed to 4IRT68A 5/24/2005 68LLB000 BSDI 568DRC338 17.25 HomeDepot 001182

Actual Report Part I

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Vendor Date Enter EffectiveGrp Entered By date

01 5/23/2005 568STP000 5/23/200501 5/24/2005 568DRC000 5/24/200501 5/24/2005 568DRC000 5/24/200503 5/25/2005 568DRC000 5/25/200501 5/25/2005 568CDM000 5/25/200501 5/26/2005 568CDM000 5/26/2005

01 5/26/2005 568CDM000 5/26/2005

01 5/24/2005 568DRC000 5/24/2005

Actual Report Part II

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Now What?

• The Preaudit staff will verify that all document packages have been received.

• Through reports, audit testing, etc. we will still be reviewing transactions

• Remember, responsibility ultimately rest with the authorized agent

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The Benefits

• You will know when your small dollar transactions will be processed.

• By eliminating the individual handling and processing of small $ transactions, all vendors will get paid quicker.

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