2011 Annual Report - West Virginia State Auditor's Office

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Purchasing Card DivisionGlen B. Gainer III, West Virginia State AuditorE-Travel ProgramThe West Virginia State Auditor’s Office partnered with TRX, Inc. to develop an end-to-end electronictravel solution for all of state government and higher education Institutions. Employees of the State ofWest Virginia are able to book their flights, cars, and hotels, obtain authorization for their travel, addexpenses, and submit their expense reports all within the E-Travel System. The user interface is very userfriendly, which saves state employees time and reduces travel spend. The new E-Travel Systemautomates each agency’s polices, workflow and reporting.The E-Travel Management System has been designed to accommodate state employee travel withminimal out-of-pocket expenses. By incorporating the State and/or Agency travel policies and proceduresand approval workflows into the system, it will facilitate the state-wide rollout of the purchasing card fortravel and issuance of up-front per diems at the agency’s discretion.The system is comprised of three parts. The first is an online booking tool/search engine. State/Agencytravel policies for booking airfare, hotel and car rental are built into this part so that they are enforced atthe time of booking, or can be flagged for approval through the pre-trip approval process as required.National Travel serves as the ticketing agent and provides customer service as the State contracted travelagency. State agencies are charged a reduced fee when booking airfare through the system. Manualagent intervention for booking airfare still requires the contracted fee for this premium service.Second, the booking tool has been integrated with an expense management tool that also monitorsState/Agency policies to enforce meal and mileage reimbursement rates as well as any other expenses asrequired. By integrating the two, we have the capability to allow for pre-trip authorization via electronicapprovals as required by State/Agency policy.The travel system interfaces with both the agency’s accounting system as well as their P-Cardreconciliation tool to allow for the synchronization of all expenses in all necessary systems.The third piece of the travel system is the integrated reporting tool that combines information from allaspects of the system (booking tool, travel agent, expense tool, p-card tool, and accounting system).There are standard reports available as well as the capability to produce Ad-Hoc reports.Participating AgenciesHigher Education InstitutionsDivision of BankingOffice of TechnologyThe above listed agencies have been authorized to use the State Purchasing Card for both in and out-ofstatetravel and will soon begin using the E-Travel Management System in order to continue.2011 ANNUAL REPORT WVSAO.GOV Page 24
Purchasing Card DivisionGlen B. Gainer III, West Virginia State AuditorCurrent Participating Agencies and their progress are as follows:State Auditor’s Office – Full ImplementationDepartment of Military Affairs and Public Safety – ConfigurationDivision of Banking – ConfigurationDHHR – ConfigurationDepartment of Administration - ConfigurationLocal Government Purchasing Card ProgramThe Local Government Purchasing Card Programwas developed to bring all local governmententities into a single purchasing card program andreplace the various card types existing todayacross county and municipal governments.Offering all local government entities theopportunity to be part of one single purchasingcard program will allow them to achieve thehighest possible rebate back to the localgovernments.The Local Government Purchasing Card Program isconducted so that procedures and internalcontrols for the procurement and payment ofgoods and services are made more efficient. Localgovernment entities utilize the purchasing card forregular routine payments and travel, as well asemergency payments.The Operations Section of the Local GovernmentPurchasing Card Division promotes the use ofelectronic processes of the purchasing cardprogram. The section provides assistance to thelocal government entities in developing policiesand procedures, internal controls, maintenance ofaccounts, and fraud monitoring, as well ascustomized usage reports.TrainingIn partnership with United Bank, the LocalGovernment Purchasing Card Division assists thelocal government entities in the development of atraining program as well as administer training, ifrequested. Training is based on the minimumrequirements to participate in the program, whichare derived from the policies and proceduresgoverning the entity’s program.Financial InstitutionUnited Bank, Inc. (United), West Virginia’s Bank,was awarded the Local Government PurchasingCard contract in May 2008, with VISA as the cardbrand. United, the largest headquarteredcompany in the State, is totally committed to theState of West Virginia. United has assigned ateam of highly-experienced professionals to thisprogram who will continually deliver the service,technology and support that will allow theprogram to grow. United is committed to ensuringthat the State Auditor’s Office and localgovernment entities receive maximum value fromthe program. Therefore, key personnel areavailable 24/7 to handle any issues that may arise.2011 ANNUAL REPORT WVSAO.GOV Page 25
Page 1 and 2: AnnualReport2011WEST VIRGINIA STATE
Page 3 and 4: West Virginia State Auditor's Offic
Page 5 and 6: Financial Services DivisionGlen B.
Page 9: Financial Services DivisionGlen B.
Page 20 and 21: Information Systems and Technology
Page 22 and 23: Information Systems and Technology
Page 24 and 25: Purchasing Card DivisionGlen B. Gai
Page 32 and 33: Chief Inspector DivisionGlen B. Gai
Page 38 and 39: 10,901030,49313,22468,354133,74052,
Page 50 and 51: County Collections DivisionGlen B.
Page 58 and 59: Securities DivisionGlen B. Gainer I
Page 60 and 61: Securities DivisionGlen B. Gainer I
Page 62 and 63: Communications DivisionGlen B. Gain
Page 64 and 65: Communications DivisionDuring FY 20
Page 66 and 67: Training ServicesGlen B. Gainer III
Page 68 and 69: Training ServicesGlen B. Gainer III
Page 70 and 71: GROSS PAY BY DEPARTMENT12/31/2011 1
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SALARIES GREATER THAN 80,000 (EXCLU
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AGENCY SALARY NAME TITLEDEPT OF HEA
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AGENCY SALARY NAME TITLE$110,184.00
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AGENCY SALARY NAME TITLEEDUCATIONAL
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AGENCY SALARY NAME TITLEINSURANCE C
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AGENCY SALARY NAME TITLESEC OF HEAL
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HIGHEREDUCATIONSALARIESGREATER THAN
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AGENCY SALARY NAME TITLEEASTERN WV
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AGENCY SALARY NAME TITLEMOUNTWEST C
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AGENCY SALARY NAME TITLEWV HIGHER E
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2011 Annual Report - West Virginia State Auditor's Office

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