NEBRASKA
ACCOUNTING SYSTEM MANUAL
As of August 25, 2014
Quick access for sections below: Admin individuals AB Archive AP BU Citrix
FA Grants Payroll Pre-Audit Purchasing Card Reversing PO/PO issues
Listed below are links to specific
email addresses which should only be
used to send an e-mail to State Accounting to request the functions identified
in the Description column. All other requests for assistance should be
submitted to the IMS Help Desk. Emails
submitted using these links below that do not pertain to the specific issue
described will not be answered. If
your request requires a form to be completed, fill out the form and then attach
it to the e-mail. DO NOT ATTEMPT TO
INCLUDE ANY INFORMATION OTHER THAN WHAT IS IN THE DESCRIPTION COLUMN. We cannot guarantee any additional
information will reach the correct person.
When you click on the link in the
right hand column your default e-mail will open with an entry in the subject
line. DO NOT CHANGE THE SUBJECT LINE OF THE EMAIL.
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Description |
E-mail
Link |
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To send ACH
E-mail address update Request
must include: Vendor
Address Book Number, Tax ID Number, Vendor Name, Last four digits of bank account
number, If a change request reason/justification |
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Address
Book – Questions not linked below |
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To email
IRS Form W-9 to State Accounting Address Book |
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To request
Address Book Search Types V and PP be linked so payment will be issued to the
address the company has requested |
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To request a change of
Agency Contact information on the Treasurer’s Deposit Document. You must send the Address Book Number
(Search type D) to be updated. |
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To send
questions regarding the Archive process or about accessing the Archived
records |
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Business Unit /Grant/Fund Issues |
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To request activation
of new business units, update current business units, in-activation of
business units. |
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To request
a report suggesting which object codes should be removed or to submit list
approved for removal of the object codes |
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To
submit request for 40000 Fund with BU & Grant information |
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To
request grant authorized amount or posting edit code changes for Fund 40000
grant business units. Authorized
amount changes require a copy of the grant award to be faxed or attached to
the email. |
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To
authorize a business unit to account for a fund’s investment interest
earnings, Investment Authorization Form , include data
specified on form in your e-mail |
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To submit
requests for payroll card enrollment |
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To request
an employee’s Expense Reimbursement be credited to their payroll card. Before making this request the employee must have
physically received their payroll card. |
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To submit
garnishments, wage attachments, court ordered withholding |
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To make
interim payroll request |
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To submit
Agency Certification of Payroll |
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To request
a duplicate W-2, include employee name, address book number, year for requested
W-2. This is returned to agency.
Agency personnel verify address is correct in NIS before forwarding to the
employee. |
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To request
a Leave Adjustment |
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To request
Agency Payroll staff be set up in execution control so they can submit prepayroll or to remove a user from execution control |
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To
submit summary of variance between GL & Payroll Register |
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To
stop a warrant payment or request a replacement warrant for Payroll to be issued by
State Accounting |
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For Vendor
use – Inquiry on how to apply a payment received |
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To report
issues with 1099’s |
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Emergency
request to have warrant pulled, normally Agency
should use special handling. Request
must include Warrant Number, Dollar Amount, and a short description such as payable
or tax refund. |
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To stop a
warrant payment or request a replacement warrant for Accounts Payable to be issued by State Accounting |
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Encumbrances
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To have
State Accounting load your encumbrances |
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To decline
having State Accounting load your encumbrances |
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To request
changes for depreciation overrides which can only be done by State Accounting |
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This link is
used only when a receipt batch (batch type O) 1) fails budget check and cannot be
reversed by the agency. The O Batch
number must be included in the email, or |
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Use this
link to notify State Accounting that you have batches ready for pre-audit
review and posting. Be sure to include
each batch number. All supporting documentation
must be attached to the document. |
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Use this
link to submit Purchasing Card applications, requests and inquiries to State Accounting |
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Volunteer Programs |
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Use this
link to submit new or renewal Volunteer Programs |
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INTERNET
OPTION: When you click on the link above,
your normal e-mail database should appear.
If it does not, open your internet connection (such as Microsoft
Internet Explorer), click on Tools, then Internet Options and select the tab
marked Programs. A box will appear and
in the field marked e-mail, use the drop down box to select your e-mail provider. |
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Effective |
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Date |
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CONTACT LIST - STATE ACCOUNTING |
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08-25-14 |
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SUBJECT AREA ADMINISTRATION
- Responsible for general operation/direction of Division and setting
Division policy. |
INDIVIDUAL Hari
Kadavath, Administrator |
PHONE NUMBER 471-0600 |
E-MAIL
ADDRESS Hari Kadavath |
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ACCOUNTING
OPERATIONS - Responsible for Accounting Operations. |
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SYSTEMS - Responsible for maintenance of
central accounting and payroll systems, review and approval of tape/disk input,
establishing accounting policies/ procedure, equipment lease purchases,
agency training, systematic review of agencies' internal control and
financial systems, Annual Budgetary Report, Comprehensive Annual Financial
Report, Master Lease Purchase Program and Statewide Cost Allocation Plan. |
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Arendt, Barbara |
Accounts Payable |
(402)471-0612 |
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Lortz, Steve |
Business Process
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(402)-471-0621 |
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Jellsey, Vivian |
Address Book |
(402)471-0603 |
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Johnson, Joel |
Business
Technical |
(402)471-1467 |
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Kadavath, Hari |
Administrator |
(402)471-0600 |
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King, Chris |
(402)471-1461 |
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Liesveld, Julie |
Address Book |
(402)471-0603 |
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Robeson, Jonathan |
IT Business
Systems Analyst |
(402)471-0554 |
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Schoonover, Jan |
Distribution/ |
(402)471-0615 |
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Simonds, Charles |
Internal Controls
& |
(402)471-0639 |
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Youngs, Jeremy |
Business Process - HR |
(402)471-0611 |
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