2011 Annual Report - West Virginia State Auditor's Office

Financial Services DivisionGlen B. Gainer III, West Virginia State AuditorImaging DivisionIn an ongoing effort to convert paperdocuments to electronic files, the ImagingDivision consists of four employees who provideimaging services for Accounting, Auditing,County Collections, ePayments, Payroll, andSecurities Divisions. As part of the StateAuditor’s commitment to transparency ingovernment, the Imaging Division has workedclosely with our Information Systems andTechnology Division to provide web access tomany of the public documents contained in ourimaging database.The imaging system was installed in 1992 andupgraded in September 2010. This upgrademoved the images to the latest technology, EMCCentera disk drives, which have greater speed andflexibility than the previous optical disk system.2,272,175 Documents Imaged,Indexed and/or StoredOver 30 Multi-functional Document ClassesOver 1,207,627 Vendor InvoicesThe Imaging Division is responsible for designingand creating form screens and documentclasses for various divisions within the StateAuditor’s Office such as:Accounting – Adjusting Entries and SignatureSheetsAuditing – State Contracts, Building Leases,Purchase Orders, Highway Estimates, andSignature SheetsCounty Collections – Deeds and Land SaleDocumentsePayments – Direct Deposit AuthorizationFormsPayroll – Garnishments, User CodeRequests, and Security SignaturesSecurities Division – Broker Filings,Enforcement Files, Investment AdvisorFilings, and various registrationsPayroll Division – EPICSThe Payroll Division consists of fouremployees who are responsible foroverseeing the processing of state payroll onthe Employee Payroll Information ControlSystem (EPICS). EPICS is continually finetunedfor our end-users to help make theirjobs easier and more productive. The EPICSSystem is utilized by every agency within thestate to process all full-time and part-timeemployee payroll. EPICS program supporthas focused on the continual elimination ofpaper and the re-engineering of processes toincrease efficiencies. Highlights include:Direct Payment of Federal Taxes (EFTPS)Direct Payment of State Taxes (allsurrounding states paid electronically)Direct Payment of EPICS vendors(ongoing)On-line employee and vendoradjustments by each agencyAll EPICS employee and vendor reportsare now available via the websiteProvided employee files for all stateagencies to UnemploymentCompensation, Workers' Compensationand New Hire Reporting (Child SupportTracking)Provided both beginner and advancedEPICS training along with Garnishmentand Tax Levy Training at the 2011 StateAuditor’s Conference September 20 – 23Presented on WVOASIS ERP HumanResources /Payroll2011 ANNUAL REPORT WVSAO.GOV Page 13