Office of Operations: 2024 Virtual Fall Conference
Thank you for your interest in the Office of Operations 2024 Virtual Fall Conference. By attending any of the courses below, you will be added to the Office of Operations email distribution list to receive future communications related to its annual Fall Conference. You may opt out at any time by clicking the “unsubscribe from this list” link included in every email.
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WHEN
October 28 - November 4
REGISTRATION
No registration is required.
WHO SHOULD ATTEND
This conference is intended for State agency staff who have responsibility for adding vendors, procurement, payments, accounting, finance, 1099 reporting or contract management.
Please contact the Office of Operations' Bureau of Analysis, Support, and Knowledge Transfer at [email protected] if you have questions or need assistance.
COURSE SCHEDULE
- Monday, October 28
9:00 – 12:00: The Procurement Timeline and Electronic Procurement Record
This session will provide an overview of a typical procurement timeline and an in-depth review of key procurement events. Best practices for how to document these key events in an electronic procurement record will also be provided. Includes a Q&A panel.
Presenters: Amanda Colomb, Danielle LaRose, Jami Olander, Danielle Kozaczuk, Kimberly Wintergerst, Fran Montanye, Natasha Nolan, Jamie Hockey-Barrett, Nicole Maguire, Kyla Alexander, Linsay Scribner and Robin Dillon (Bureau of Contracts)
Target Audience: Agency staff involved in Procurements
Course Length: 3 hours
1:30 – 3:00: Procurement Thresholds
This course will provide an overview of the varying contract approval thresholds and agency discretionary purchasing thresholds. Attendees will gain an understanding of the differences between these two types of thresholds and how they interact on a procurement. Includes a Q&A panel.
Presenters: Christina Crasto, Ashley Markowski, Katie Langford, Zachary Nash and Mark DiFiore (Bureau of Contracts)
Target Audience: Agency staff involved in Procurements
Course Length: 1.5 hours
- Tuesday, October 29
9:00 – 10:45: Contract Payment Review
Are we getting what we paid for? This course discusses the monitoring necessity, the monitoring process, the agency's responsibility to certify payments, and types of documentation required to support invoices. Includes a Q&A panel.
Presenters: Janel Carey, Sam Blumenthal, Alexis Lorenzana and Karissa Ryder (Bureau of State Expenditures)
Target Audience: Agency Fiscal and Program Staff
Course Length: 1 hour 45 minutes
11:00 – 11:30: SFS Coach Training and Support
This course will provide an overview of the Statewide Financial System's (SFS) training repository, SFS Coach Training, and the SFS Support Tile, two resources that help support the work you do in SFS. This course will include demonstrations of SFS Coach Training and the SFS Support Tile. Includes a Q&A panel.
Presenters: Kelsey Mitchell, Emily Snyder (Statewide Financial System)
Target Audience: Any Statewide Financial System (SFS) user
Course Length: 30 minutes
1:00 – 1:30: PayServ Batch Schedule/OSC and Agency Processing Schedule (This course is exclusively for Agency Payroll Representatives)
This presentation covers agency submission schedule and deadlines and how they correspond with file submission schedules and OSC's review and confirm process. The weekly batch schedule that is processed to confirm and release payroll checks is explained. Includes a Q&A panel.
Presenters: Timothy Dickson, Matthew Neeley, Lindsay Gajda, Cori Bilka and Alisia Franke (Bureau of State Payroll Services)
Target Audience: Agency Payroll Officers and IT staff who need to be aware of payroll processing schedules and haven't previously attended this presentation
Course Length: 30 minutes
2:00 – 3:30: Travel Refresher and FAQs
This course will include:
- Travel guidelines and rules refresher
- Overview of frequently asked questions (FAQ) with answers
- Reminders and best practices
- Travel resources
Includes a Q&A panel.
Presenters: Peter New, Alicia Fiorino, Dennis Jordan, Trevor Brink, Bella Antonio and Vladimir Contreras (Bureau of State Expenditures)
Target Audience: Agency Fiscal Staff
Course Length: 1.5 hours
- Wednesday, October 30
9:00 – 10:30: Projects Guide and Federal Grant Request Guide Walkthrough and Moving Expenditures Charged Prior to Conversion to a PCIP Converted Project ID
A step-by-step walkthrough of the creation of a Federal Project and Federal Grant Customer Contract and an overview of moving expenditures charged prior to conversion to a PCIP converted Project ID, also known as REF General Ledger Journal Entries. Includes a Q&A panel.
Presenters: Eric Swanson, Adam Merendino and Ryan Romanski (Bureau of State Accounting Operations)
Target Audience: State Agencies that receive federal funding
Course Length: 1.5 hours
11:00 – 12:00: Reporting on Bank Accounts
This course will provide a high-level overview of reporting cash advance and sole custody bank account information to OSC. It will highlight the many interactions between OSC and the State Agencies, as well as how some agency provided information is used in the State's financial statements. Topics will include:
- Sole Custody annual reporting requirements and key dates
- What are Sole Custody Funds?
- What is a Sole Custody Bank Account
- Use of Sole Custody Data collected
- Sole Custody Application
- What is a Cash Advance Account?
- Process of Opening an Advance Account and Account Justification
- Statutory Requirements for Reconciliation and Reporting
Includes a Q&A panel.
Presenters: Emad Ibrahim (Bureau of Financial Reporting and Oil Spill Remediation), Amanda Zibella (Bureau of State Accounting Operations)
Target Audience: Agency fiscal officers and program staff who provide data to OSC for inclusion in the State financial statements, or others interested in obtaining an understanding of the processes followed
Course Length: 1 hour
2:30 – 3:30: GASBS No. 101 - Compensated Absences
This course will provide an overview of GASB 101 and the changes OSC is making to existing reporting for implementation in FY 2024-25. Includes a Q&A panel.
Presenters: Kerri Coburn and Renee Bult (Bureau of Financial Reporting and Oil Spill Remediation)
Target Audience: HR time and attendance staff
Course Length: 1 hour
- Thursday, October 31
9:00 – 10:00: Managing Travel and Expense Reimbursement in SFS
This course will provide an overview of tips and reminders for managing travel and expense reimbursement in the Statewide Financial System (SFS). Includes a Q&A panel.
Presenters: Emily Snyder, Kelsey Mitchell and Jeremy Kaufman (Statewide Financial System); TBD (Business Services Center)
Target Audience: Agency staff who submit and approve expense reports in SFS & agency staff who have a Travel Card (TCard) or supervise staff who have TCards
Course Length: 1 hour
10:30 – 11:00: Appropriation Budget Journals
This course will provide an overview of the different types of budget journals used to move appropriation authority, including how to select the correct budget entry type. Includes a Q&A panel.
Presenters: Dainelle Whitman, Molly Gibbons and Rachel Byron (Bureau of State Accounting Operations)
Target Audience: Finance office staff who deal with budget journals
Course Length: 30 minutes
1:00 – 2:00: Treasury – General Checking
Learn about Treasury's role in the General Checking account and how it impacts you. Covers items such as deposits, stale dated checks, stop payments and more. Includes a Q&A panel.
Presenter: Jessica McClune (Department of Taxation and Finance)
Target Audience: Agency Finance Officers
Course Length: 1 hour
- Friday, November 1
9:00 – 9:30: OOO Contact Management Application Walkthrough
This course is an interactive walkthrough of the OOO Contact Management Application. Agencies will be encouraged to follow along with the presenter as they walk through all the functions of the new application. Agencies are encouraged to ask questions. Includes a Q&A panel.
Presenters: Janel Carey and Andrea Witham (Bureau of State Expenditures); Jennifer Hallanan (Bureau of Financial Reporting and Oil Spill Remediation); Laurie Kelly (Bureau of State Payroll Services); Brian Rabitz, Cindy Pucci and Sarah Stocklas (Bureau of Analysis, Support and Knowledge Transfer)
Target Audience: Agency Finance Officers and Payroll Officers
Course Length: 30 minutes
Join WebEx Presentation (PDF) Video (mp4)
11:00 – 12:00: New & Essential Tools in Payroll Deductions: Breaks In Service, PayServ Worklist, Payroll Check Notification Report, and more (This course is exclusively for Agency Payroll Representatives)
Payroll’s Deduction and Retirement teams have been working hard to streamline business processes and develop new job aids for agency use. Some of these improvements and tools will be demonstrated during this session. Bring your deductions and retirement questions, as there will be a Q&A after the presentation.
Presenters: Tamie Whitney, Megan Drake, Shelby Miller, Stephanie Simmons and Amanda Miesowicz (Bureau of State Payroll Services)
Target Audience: Agency Payroll/Benefit Officers
Course Length: 1 hour
1:00 – 2:00: SFS Analytics Reports to Monitor Procurement Activity
This course will highlight two commonly used reports in SFS Analytics to monitor and track purchasing and encumbrance activity:
- DW268 - Encumbrances by Purchase Order
- DW426 - P-Card NET Card Analysis
Includes a Q&A panel.
Presenter: Emily Snyder (Statewide Financial System)
Target Audience: SFS Analytics users who work in their agency's procurement office/unit/department
Course Length: 1 hour
2:00 – 2:30: Payroll Corrections
This course will provide an overview of the salary correction process including why you'd use it and the various ways to make salary correction payments. Includes a Q&A panel.
Presenters: Tina Carstensen (Bureau of State Expenditures), Amanda Zibella and Jamie Lynn Weaver (Bureau of State Accounting Operations), Mayleen Medina (Bureau of State Payroll Services), Sarah Stocklas (Bureau of Analysis Support and Knowledge Transfer)
Target Audience: State agency finance and payroll staff
Course Length: 30 minutes
- Monday, November 4
9:00 – 10:30: Deep Dive into the Agency Financial Reporting Package (AFRP)
This course will provide an overview of the new AFRP, why OSC collects the topics it does, and a review of the related GASB standards. Includes a Q&A panel.
Presenters: Peter Salony, Jennifer Riley, Christine Wemette and Kelly Anderson (Bureau of Financial Reporting and Oil Spill Remediation)
Target Audience: Agency Finance, Facilities Management and Capital Asset staff
Course Length: 1.5 hours
11:00 – 11:30: New York State Payroll Online (NYSPO) (This course is exclusively for Agency Payroll Representatives)
This course provides a brief overview of NYSPO, as well as tips and tricks for accessing it, and introduces new and upcoming features. A Q&A session will be included.
Presenters: Akeem Cassermere and Amanda Killips (Bureau of State Payroll Services)
Target Audience: All NYSPO coordinators and NYSPO users
Course Length: 30 minutes
1:00 – 2:30: Tips, Tricks, and Techniques of the New York State Vendor File and 1099 Processing
This course provides an overview of Vendor File functionality, the Vendor Portal and 1099 reporting. This session includes a Q&A panel.
Presenters: Anne Hall, Suzanne Trzcinski, Jill Donnelly, Alex Waldron, Rebecca Backstrom, Maria Menagias, Michael Clarke, Katie Germain (Bureau of State Expenditures) and Emily Snyder (Statewide Financial System)
Target Audience: Agency staff adding vendors and/or creating vouchers
Course Length: 1.5 hours