The Accounts Payable (APY) system pulls together and integrates with both HP programs and F2K applications with the goal to update the district's General Ledger with the district's payables and get the vendors paid. The APY process has four integrated components: District Input, County External Financial Audit, Warrant Production and Auditor/Treasurer/Controller interface. Through the coordination of these processes, the district is able to process payments, update all related records and ultimately issue payment to the vendor.

The HP contains the following features and capabilities:

• Payment entry programs: Purchase Order payment, Liability Payable from the prior year, Pay Voucher payment, Travel Claim payment;
• Electronic audit and exclusion programs and vendor tables;
• Payments may be uploaded from another system as a Miscellaneous Vendor Payment;
• Batch numbers are assigned for applying Electronic Audit criteria, releasing of payments into the warrant process holding area, and audit and authorization for warrant generation by County External Financial Audit Divisions;
• The Electronic Audit Process allows for several levels of audits: Three inclusion programs by (1) Account Number Object (Random Audit), (2) Vendor Audit, and (3) Dollar Limit Audit and two exclusion programs (1) Vendor Exclusion and (2) minimal Dollar Exclusion (ability to exclude by minimal dollar amounts);
• Payments released into the warrant process holding area are processed by Information Technology during the APY warrant process and warrants are generated and printed;
• Associated reports and auditor files for the County Auditor/Treasurer/Controller are generated and transmitted;
• County External Financial Services reviewed the batches and payments are posted to the Financial Control System and the General Ledger;
• Appropriate Warrant Registers are created for the district's official audit records;
• On the F2K side, there is integration with Purchasing2000.

MAGIC is our Legacy System, and consists of Health & Welfare Benefit and Additional Earnings components. Personnel and Position Control data is populated from EPICS. All four components integrate with the Budget Development system, providing automated calculation and account distribution of salary and benefit costs. The Additional Earnings component provides a tracking and calculation mechanism for non-position related earnings and stipends.

The MAGIC system provides the ability to:

• Track and calculate Health & Welfare Benefits at the plan and package levels eliminating the need for individual employee record maintenance;
• Identify Employer or Employee limits at the plan and package levels;
• Identify options that are available in each plan;
• Set defaults for prorate rules, and employer/employee frequency;
• Generate reports related to Employee Benefit Attachment, Benefit Packages, and Benefit Plans;
• Use of a Salary Schedule code allows the user to identify an Education and Bonus code to access rates for earning types identified with specific Education and Bonus codes on the schedule. This allows change at the salary schedule level to follow down to all employees paid from that schedule and code;
• Employee position, longevity and shift earnings display on the Employee Additional Earnings screen along with totals for other base and additional earnings for a total annual salary cost;
• Track and report Community College Staff Data Information and create Fall Collection and Term reports/file submissions to the State Chancellor’s office.

The MAGIC Salary Analysis Management System provides several applications that work together to provide accurate projected salary and benefit costs through the use of modeling. Budget Models can be set up by combining any of the salary schedule models, health and welfare plan and package models, and actual or projected mandatory rates that will be applied to create various scenarios. This information can be used as the basis for developing a projected budget for a new fiscal year or developing scenarios for salary negotiations for a particular fiscal year.

The SAMS system provides the ability to:

• Create Budget Models for various “What if” scenarios;
• Model Salary Schedule increases or decreases;
• Model Health and Welfare costs with H/W Plan and Package models;
• Add additional salary account information in SAMS Additional Account Detail;
• Increase/Decrease positions to determine what the effect would be to the overall salary and benefit budget before establishing the position in EPICS Position Control;
• Create a projected set of mandatory rates or retirement rates if they apply;
• Run reports to see how changes to the models effect the dollars that are reported;
• Transfer Budget Models to Budget Development where it will be distributed by account.