The City & County of San Francisco is switching our disbursement bank account for check and wire payments from Bank of America (BOA) to JP Morgan Chase & Co. (JPMC) on Monday, April 3, 2023. The Controller's Office Accounting Operation and Supplier Division (ASOD) held a departmental meeting on March 23, 2023 to provide information about the check/wire banking cutover. Attached to this solution article is the slide deck presented, which includes key dates and important information on the disbursement cutover, voucher reporting, outstanding checks, and more. Below, you will also find the questions that attendees asked, and the answers that AOSD provided.



Questions and Answers


General

1) Will departments be able to process any AP payments between noon on March 28 and April 2? 

During this period, departments may still process EFT (Paymode) payments. Departments may also process wire payments, but these vouchers will be subject to the wire approval deadlines (i.e., COB Thursday March 30). Departments should not process check payments, as these vouchers will be deleted.

2) Will AOSD delete $0.00 vouchers that are not fully approved by the deadline?

Yes, pending $0.00 vouchers will also be deleted. These vouchers will be included on the list of deleted vouchers that will be sent to departments for reprocessing.  

3) Will undeleted vouchers need to be unposted and go back through budget check?

No, they will not. Departments do not need to un-post a voucher to change the Payment Options.  Also, changing the Payment Options will not restart the approval workflow. Please make sure to save after the changes are made. 

4) Are departmental IT teams aware of the key dates for the check/wire cutover? If so, will CON provide additional details on what steps IT needs to take?

IT teams that are affected by the check/wire cutover (i.e. AP interface departments) have already been contacted directly by the CON Systems team and should be informed of the cutover procedure and key dates.  The AP-INT-002 interface files will be put on hold from 11am on Tuesday, March 28 through 9am on Monday, April 3. 

5) Are there any concerns about eSettlement suppliers that input their own invoices? What would happen if an eSettlement supplier submits an invoice between noon on March 28 and Sunday, April 2? 

eSettlement vouchers follow the same approval and deletion criteria as non-eSettlement vouchers. If an eSettlement voucher is not fully approved by noon on March 28, the voucher will be deleted. Similarly, if a supplier submits an invoice between March 28 and April 2, the voucher will be deleted. Departments should ask their supplier to recreate their invoice (or re-process on their behalf) on or after Monday, April 3.


Payment Options

6) Do departments need to change the “Method” field under Payment Options? 

No, departments should keep CHK as CHK, and WIR as WIR. They should only update the “Bank” and “Account” fields. 

7) Will Payment Options automatically update for unpaid retention payments?

No, retention payments for vouchers processed before April 3 will not update automatically. Departments must still manually update the Payment Options on or after April 3. It is strongly recommended this be done as soon as possible to ensure that the pending payment is correctly setup under JPMC.  


Other

8) How do we identify our retention payments that need to be updated?

Departments can identify their retention payments by running the “AP Voucher Payment Details” report on the Voucher Payments dashboard of SF Reports & Analytics (as shown in the presentation). Further, departments should ensure that the “Posted on Fiscal Year” field remains blank. When this field is blank, the report will produce open vouchers from both the current year and prior fiscal years. 



Additional Questions?

Please contact your Fund Accountant if you have additional questions.