WelcomeAnnual Closing & Accounting Seminar

GFOA AWARD PRESENTATION

New York City’s M/WBE LandscapeCitywide M/WBE Local Law 1 Spending, FY 2014 - FY 2017

M/WBE Letter GradeNew York Citywide

Asian Americans

Hispanic Americans Women Black

Americans

Accounting & Auditing Spending by Agency, FY 2017ACS

$171,222.75 1%

DOE$222,609.86

2%

DOF$209,942.50

1%DOHMH

$325,358.02 2%

DHS$158,804.55

1%

DoITT$54,000.00

0%SBS

$152,425.00 1%

DSS$17,830.00

0%DYCD

$1,674,856.00 12%

Law Department$10,865.00

0%

Mayoralty$6,491,705.56

45%

Office of the Actuary$1,304,191.00

9%

Office of the Comptroller$3,764,668.88

26%

Citywide Spending on Auditing and Accounting, FY 2017

M/WBE Spending15%$2.2 million

Non-M/WBE Spending85%

$12.4 million

Citywide Non-Attestation Spending, FY 2017

M/WBE Spending$48,870.00

1%

Non-M/WBE Spending$4,676,242

99%

Citywide Spending with the Prequalified CPA List, FY 2017

M/WBE Spending9%$3.3 million

Non-M/WBE Spending91%

$33.6 million

Spending with Prequalified Auditor Vendors for Additional Services

• In FY 2017, $20 million in spending with the PQL was for additional services:

• Quality Control

• Forensic Investigation

• Business Consulting

• Risk analysis

• Claims consulting

Checkbook NYC: Tracking Agency Spending

NYC’s Prequalified List (PQL) of Auditors

• Prequalification allows agencies to develop lists of approved vendors for goods or services before issuing specific solicitations

• Regulated by NYC Procurement Policy Board Rules

• Must be utilized by City agencies for audit services

• 143 firms on Auditing PQL

• Average: less than 5 employees, less than 30 years

• FY 2017: $36.9 million in spending

• 9% City-certified M/WBEs

PQL Requirements

• Company profile

• Business registration

• License to practice as a CPA

• M/WBE status and certification

• Ethical issues

• Affiliations with government and non-profit entities

• Peer Review

• Government Experience

PASSPortYear-End BriefingJune 2018

The Role of MOCS

Provide procurement assistance and training to City agencies and vendors.

Develop and implement practices and legislative goals to enhance accessibility to City procurement.

Review and approve procurement actions and contract management actions for 40 mayoral agencies.

Manage online portal where vendors submit required disclosure information and access performance evaluations.

Support City’s transparency goals through public data sharing and reporting to legislators.

Manage online portal for health and human service contract solicitations, contract management and document storage.

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The Vision

PROCESS REFORMStreamlining the

Procurement Process

TECHNOLOGYSingle online portal

for all Vendor Information

TEAMA stronger

procurement partnership between Vendors and the City

Process Improvement— Eliminating paper-based procurement processes— Vendors create, own, and manage their accounts online— Easier data validation and task management

Transparency— Relevant vendor information is securely shared across Agencies— Reports for Agencies and vendors using use data from the same database

Technology— Integrating many procurement processes into one user-friendly portal— Shared online platform for vendors and City Agencies

Financial Impact— Reducing duplicative data entry, saving time and money for City Agencies, as well as

vendors— Streamlined process to reduce barriers to competition

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Overview

PASSPort consists of three modules that standardize the approach for:

Con

tent

Tim

elin

e

Summer 2017

Replaced VENDEX• Vendor Account Creation• Integration with NYC.ID• Commodity Enrollment• Performance Evaluations• Responsibility

Determinations

Vendor Management

Release 1

Replaces APT, CLIPS, Req• Pre-Solicitation Review• Solicitation Management• Contracting Authoring

and Execution• Request for Action (RFA)

development

Source to Pay

~2020

Release 3

Replaces DCAS Direct Order• Catalog Management• Requisitions• Purchase Order• Receiving & Invoicing• Payment Voucher

Requisition to Pay

Early 2019

Release 2

Release 1: Launched August 2017

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Release 1

Manage Self Service Accounts Complete disclosure

questionnaires

Agencies use PASSPort data and other source information

to make Responsibility Determinations

Responsibility Determination findings are shared across

Agencies, helping tocreate robust profiles and

reduce workload

New integrity data may be entered at any time and

vendors can update filings directly on an ongoing basis

Manage Contract Performance Evaluations

Digitally

R1

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Release 1 Recap

VENDOR ACCOUNTS

10,300+

TECH UPDATES

250+

FILED VENDORS

7,100+

HELP DESK TICKETS25,000+

AGENCY VETTING

3,700+

R1

Future Releases

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Future Releases

Requisition to Pay (RTP)

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CATALOG MGMT.

Electronic Item Updates by Suppliers

Price and ItemDetail Stored in PASSPort

Requisition Purchase Order Receipt Invoice & Payment

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APPROVAL & REVIEW

RECEIPT CREATION & INSPECTION

Goods Receipt

Manage Returns, Deductions, and Credits

BQAInspections

ORDERREQUEST &

ENCUMBRANCE

INVOICE & PAYMENT VOUCHER

Blanket Orders

CATALOG PURCHASES

Request Customand SourcedItems

Release 2: Early 2019 R2

Req-to-Pay: features the Requisition-to-Pay functionality and the decommissioning of DCAS systems.

Punchout and Hosted Catalogs

Buy from requirements contracts

DCAS Direct Order Replacement

Enforced Separation of Duties

Consolidated Approvals

Assign Allocations from FMS

Standard and Flexible Approvals

Manage Purchase Orders Modifications and Cancellations

Supplier Acknowledgement

FMS DO1 Submission

FMS PRC2 Creation

Automated 4-way Match

Invoice Review & Approval

Vendor Invoice Creation

25

Certification of Funds: Capital & Expense

Local Law Compliance

Proposal & Bid Response Criteria

25 Release 3 and Beyond: 2020

Pre-Solicitation Solicitation Evaluation Award RegistrationPost-

Registration

Pre-Encumbrance Option

PQL, Bidder’s Lists, Open Market

Public Notice

Manage Addenda

Vendor Response

Close Solicitation

Select Evaluators

Automatic Response Scoring

Select Vendor

Intent to Award

Contract Authoring

Oversight Reviews

Pre-encumbrance & AOA

Comptroller Review

Encumbrance Approval

Electronic Signature

Publish Vendor Selection

Change Orders/Amendments

Invoicing

Change Review Processes

Spend Tracking

Source-to-Contract: includes the sourcing and contract management functionality and replaces systems such as APT

R3+

Directives Update

DIRECTIVE #32: NON-CAPITAL INVENTORY CONTROLS AND VALUATION, issued for comment, Deadline is Thursday, June 14, 2018.

Object CLASS Table

CLOSING INSTRUCTIONS WALK THROUGH

• Note: The Letters on the slides correspond to the appropriate sections in the Fiscal Year-End Closing Instructions

AGENCY BANK ACCOUNTS (SECTION A.) Contact: Agencybankaccount@comptroller.nyc.gov

Submit items electronically by the stated deadlinesMake changes legibly on the Active Bank Account reportSupervisor must initial/sign each reconciliationFMS level 3 approvals should be applied to J2I documents

prior to submission to the Comptroller’s Office for reviewOpen & Close accounts through Department of FinanceTimely Responses to Audit Requests are imperativeMonthly reconciliations for the Citywide Payment Services and

Standards (CPSS) accounts must be submitted timely

General & Capital Fund Revenue (Section C.)Contact: Revenue@comptroller.nyc.gov

FY 2018 Revenue Processing Cut Off Date is September 14th

Common Errors to Avoid:Processing FY 2018 Revenue Realizations in the wrong

Budget Fiscal YearChanging the Original BFY on an FMS Revenue DocumentSubmitting FMS Documents for Approval Without Contact

Information and/or Supporting Documentation Attached

Accrued Expenditures (SECTIONS D., E., F.)Contact: AccruedExpenditures@comptroller.nyc.gov

Last date to submit ACL clearings for payments made in FY 2018 is July 20th.

Critical Dates for FY 2018 Accrued Expenditures Processing

Items to be aware of:FY 2018 Payment Requests can be processed until July 6th

Service From and To Dates are What Generate Automated Accrual Documents

Cancelling a Payment Request and Disbursement With an Associated Automated Accrual Document will Automatically Cancel the Automated Clearing Document but not the Automated Accrual

SINGLE AUDIT (SECTION G.)Contact: singleaudit@comptroller.nyc.gov

Items to note while reviewing the FEDAST Report:

Pass-Through Grantor contract/identification numbers are required

Grand total amount passed through to Subrecipients are presented by CFDA number on the SEFA

OMB will be providing the certification of CFDA 97.036 expenditures

CAPTIAL PROJECTS EXPENDITURE ACCRUALS (SECTION H.)Contact: capital@comptroller.nyc.gov

Payment Request processed during Period 12• Must be approved by July 6, 2018• Record Date: June 30, 2018 and• Accounting Period 12

Payment Request processed during Fiscal Year 2018 using service from and to dates on or before June 30, 2018

• Must be approved by September 7, 2018

CAPITAL ACCOUNTING RECORDS RECONCILIATION (SECTION I.)

Contact: capital@comptroller.nyc.gov

The Capital Reconciliation Representation Certification must be submitted by July 13, 2018

Reconciliation items:• Unencumbered balance for each Unit of Appropriation• Contract Liability Reconciliation• Capital Asset Inventory Reconciliation

Reports: CWA-CASINV-001 and CWA-CASINV-002

CAPITAL ASSETS CUTOFF DATESCONTACT:CAPITAL@COMPTROLLER.NYC.GOV

The last run of FAIR for FY2018 is on July 7, 2018

Pending Documents: The approvals should ideally be done by June 30, 2018; for documents other than FN’s and FM’s. The FY 18 Capital Document cutoff for all other documents is August 3, 2018

Any pending or rejected documents (except FM or FN) that reference existing assets will cause those assets to NOT be depreciated or revaluated

• The mass depreciation and revaluation event is scheduled on August 4, 2018

Fixed Asset Disposition Reminder

LEASE EXPENSE (Section K.) Contact: LEASE.EXPENSES@COMPTROLLER.NYC.GOV

Report was sent via e-mail on June 1, 2018

Reviewer is responsible to add missing information

Provide changes to the amounts only for updates to the “Minimum Base Rent”

Please provide the supporting documentation for all updates made on the Report

Deadline to return the Report and the supporting documents is July 6, 2018

E-mail, fax and hard copies submission are permissible. Please email the Lease Expense mailbox

LEASE INCOME (Section L.)Contact: LOUIS ENG 212-669-8016LEASEINCOME@COMPTROLLER.NYC.GOV

Lease Income CertificationLease Income Certification Instructions and Form was e-mailed to

your agency on May 25, 2018.

All Agencies must return the Lease Income certification Form indicating the number of agreements held by the Agency no later than July 6, 2018, even if the Agency has no agreements.

Lease Income ReportsReport sent via email on June 1, 2018.Supporting documentation must be submitted for all modifications

to existing leases. For new leases, please submit a copy of the entire lease.Deadline to return the Lease Income Report and the supporting

documents is July 13, 2018. Each page of the Report must be signed and dated by the reviewer.

IMPREST FUNDS (SECTION B.)Contact: IMPREST@COMPTROLLER.NYC.GOV

Submit Accountability Report via email to imprestfund@comptroller.nyc.gov by July 20, 2018

No hardcopy will be accepted.

Last Day to process Payment Request with BFY/AFY 2018 is July 6, 2018

Required attachments for Accountability Report; please refer to checklist in the booklet

J2I and PRR1’s documents submitted by the agency must include your contact information and detailed description.

No FY 2019 PRR1’s can be processed before Bureau of Accountancy has approved your FY 2018 Accountability Report.

IMPREST FUNDS (SECTION B.)Contact: IMPREST@COMPTROLLER.NYC.GOV

Common Issues Noted from FY 17 Submissions• Stale Dated/Void/Cancelled Checks should not be listed as

Outstanding Checks on Bank Reconciliation• All Outstanding Checks for Payments should be deducted

from the Bank Balance for 6/30/18

Please Note - The reconciliation provided to the Banking Division is an Adjusted Book Balance. We are requiring the Adjusted Bank Balance for Schedule C

• The formulas on Schedules A, B & C should not be changed• Your J2I amount should be the same amount as the

established Fund Balance• Please provide a valid explanation if there is an amount in

Section C9 in Schedule C• Overage – Due to Comptroller’s Office• Underfunded – Due to Imprest Fund

INVENTORY OF SUPPLIES (Section M.)Contact: INVENTORY@COMPTROLLER.NYC.GOV

Agencies must submit an inventory report as of June 30, 2018• Submit Inventory Report via email to

inventory@comptroller.nyc.gov by July 13,2018• Cost of supplies and materials including stamps and postage

meters• Based on physical count - NOT an estimate• Inventory detail supported by documentation must be

retained by Agencies

Agencies with less than $5,000 in Inventory valuation are not required to file a report. However, they must notify us via e-mail they did not meet the threshold to file.

Separate forms should be submitted for:• Capital Budget Inventory• Expense Budget Inventory

FIDUCIARY ACCOUNTS (Section O.)Contact: FIDUCIARY@COMPTROLLER.NYC.GOV

Directive #27, Fiduciary Accounts-Procedures for Requesting, Controlling and Monitoring, is a Directive on the overall accountability, control, and reporting requirements for fiduciary accounts.

Agencies should ascertain if the Fiduciary Account is required in the foreseeable future when certifying GASB 84 Implication and Implementation

Agencies that maintain Fiduciary Accounts must submit the certification signed by the Agency head (or authorized designee) by September 14, 2018; This includes accounts with zero balances.

Intracity Purchases (Section N)Contact: ledger@COMPTROLLER.NYC.GOV

Important Dates to consider:• DEP – August 10, 2018 last date to submit IETC request• Period 13 without Comptroller Override – August 17, 2018• DOE – August 24, 2018 is the last date to submit your IETC

request• Last Day to submit IETC for approval – September 7, 2018

Please note:• All submitted IETC documents must have proper supporting

documentation attached• Please double check your submission to ensure the proper

budget fiscal year, accounting fiscal year and period is inputted correctly

• Modification and/or Cancellation of a prior year IETC should be consulted with BOA before submission and approval

CLOSING REMARKS & QUESTIONS

• Questions can be addressed at the Inquiry TablesSpecial Thanks to:

• Comptroller Stringer• NYPD Commissioner James P. O’Neill• NYS GFOA President Christina Cooke-Withers• Comptroller Chief Diversity Officer, Wendy Garcia• Edgar Landas, Deputy Chief Technology Officer of MOCS• FISA Representatives (Gregg Dollinger, Janice Goldstein,

Suzanne Barbee, CJ Bhogal)• BOA Staff