Utah Division of Finance

The meeting included discussions on non-lapsing budget procedures, updates regarding Vantage HCM training and bank reconciliations, and developments in Concur and fleet management. The committee also covered key project timelines, including payroll go-live dates and user acceptance testing requirements. Additionally, the group discussed processes for cash advances, reconciling P-card and lodge card transactions, and the implementation of two mileage rate options for agencies.

The meeting focused on updates regarding the new Vantage HCM payroll system and detailed accounting procedures. Key discussion points included the status of HCM implementation, payroll tax updates, and information concerning Concur and SAP Concur systems. A significant portion of the discussion involved detailed changes to comp time accrual and usage within Vantage compared to SAP, specifically addressing the 'comp leave additive' where the default additive percentage is changing from 30% to 7%. Attendees were informed about the final parallel payroll run (Pay Period 26) and subsequent validation activities scheduled around the week of February 2nd. Furthermore, updates were provided on CMIA/state treasury agreements concerning minimizing the delay between state expenditures and federal reimbursement. Agencies were also advised about changes to transaction types in the state data warehouse and accounting journal when querying payroll budget impacts in the new system.

The meeting included discussion on Vantage HCM, Vantage color messaging, new consolidations or appropriations. Lyall discussed SAP Concur issues. Bob talked about Executive Order 14247. Rebecca discussed JBYE reversals. Van discussed Cognos updates and policy updates. Becky talked about data warehouse training resources and resources for Vantage online. The state treasures office presented information about bank offerings, and Kelly discussed the prior year transactions tab. Justin talked about the vendor table and the LSIDs. There was also a discussion regarding agency booking fee issue, program manager, SAP consultant, and reporting licenses.

The meeting covered introductions and housekeeping items, including reminders about meeting recordings, Vantage Financial availability, Finance Support hours, and month-end dates. Updates were provided on Vantage HCM, including the project website, camp guides, performance management launch, parallel payroll, time entry demo, and department UAT. Capital asset reminders were discussed, including changes to the capitalization threshold and deadlines for leases and subscription software contracts. A guide to agency accounting systems was presented, emphasizing the legal framework and the importance of collaboration for successful implementation and financial integrity. Division updates included agency outreach and the vendor self-service solution. The decommissioning of Cognos BI was announced, with plans to recreate statewide reports in a new solution. SAP Concur updates were provided, including information on a rescheduled town hall, fiscal year-end questions, changes to p-card and cash advances, and additional consultative services. Closing packages were discussed, including steps for verifying accuracy, assigning expenditures, identifying nonlapsing funds, and providing statutory authority references. Revenue monitoring was addressed, with a focus on dedicated credits, expendable receipts, federal revenue, and revenue transfers. Agency budget execution plans (BGAAs) were reviewed, along with instructions for making adjustments. SEFA information was provided, including training details and Wdesk access. JVYEs were discussed, including the processing of old year transactions and the use of spreadsheet uploads. Yearend closing dates were outlined, along with Vantage close dates and a roundtable discussion.

The Utah Division of Finance's Strategic Plan is designed to support the Department of Government Operations' goals by focusing on enhancing financial reporting, strengthening internal controls, improving customer service, leveraging technology, and investing in workforce development. Key objectives include implementing a Vendor Self Service portal, monitoring agency compliance, modernizing financial system infrastructure, enhancing workforce development, and improving customer service. The plan also aims to improve the timeliness and accuracy of financial reporting, transition to Application Programming Interfaces (APIs), and rewrite statewide accounting policies to ensure they are current and aligned with best practices.