FY 2000

DATE:	June 18, 1999
SUBJECT:	Subsistence Rates
EFFECTIVE DATE:	July 1, 1999
A & R CONTACT:	Audit Services Team - Randy Kennedy	(785) 296-2125	(Randy.Kennedy@da.state.ks.us)
	Leroy Charbonneau	(785) 296-2255	(Leroy.Charbonneau@da.state.ks.us)
	Shirley Gilchrist	(785) 296-2882	(Shirley.Gilchrist@da.state.ks.us)
	Mark Handshy	(785) 296-7021	(Mark.Handshy@da.state.ks.us)
APPROVAL:
SUMMARY:	Revised Meal Allowance and Lodging Rates Effective July 1, 1999.

Kansas Administrative Regulation 1-16-18 has been amended, effective July 1, 1999, to decrease the out-of-state, special designated high-cost geographic area meal allowance, and increase all categories of lodging limitations. The FY 2000 rates are:

Meal Allowance:    

Reduced Meals Allowance:

If the cost of meals is included within the cost of registration fees or other fees and charges paid by the agency or supplied without cost by another party, the meals allowance should be reduced as follows: 

Lodging Expense Limitations: 

K.S.A. 75-3207a(e) provides that the daily lodging expense limitations established above may be exceeded by the lesser of either: (1) an additional 50% of the applicable lodging expense limitation, or (2) the actual lodging expense incurred.

These lodging limits continue to be applied to the lodging rate before taxes. Thus, the amount reimbursed or paid for lodging expenses may exceed the established lodging limitation by as much as the amount of associated taxes.

SAM:jr 

DATE:	June 18, 1999
SUBJECT:	High Cost Geographic Areas and Conference Lodging
EFFECTIVE DATE:	July 1, 1999
A & R CONTACT:	Audit Services Team - Randy Kennedy	(785) 296-2125	(Randy.Kennedy@da.state.ks.us)
	Leroy Charbonneau	(785) 296-2255	(Leroy.Charbonneau@da.state.ks.us)
	Shirley Gilchrist	(785) 296-2882	(Shirley.Gilchrist@da.state.ks.us)
	Mark Handshy	(785) 296-7021	(Mark.Handshy@da.state.ks.us)
APPROVAL:
SUMMARY:	Listing of designated high-cost geographic areas and delegation of approval for payment of the actual cost of conference-related lodging effective July 1, 1999.

Effective July 1, 1999, Kansas Administrative Regulation 1-16-18a has been amended to allow the agency head or designee to approve the payment of conference-related lodging.

The list of designated list of high-cost geographic areas did not change. The boundaries of designated high-cost geographic areas include all locations within the corporate limits of the cities listed, unless otherwise specified. The designated high-cost geographic areas are:

In-State High-Cost Geographic Areas

Kansas City, including all locations within Johnson and Wyandotte Counties
Manhattan, including all locations within Riley County
Topeka, including all locations within Shawnee County
Wichita, including all locations within Sedgwick County

Out-of-State High-Cost Geographic Areas

Afton, Oklahoma, including Shangri-La Resort
Anchorage, Alaska
Aspen, Colorado, including all locations within Pitkin County
Atlanta, Georgia
Atlantic City, New Jersey, including all locations within Atlantic County
Austin, Texas
Avon and Beaver Creek, Colorado
Baltimore, Maryland
Barrow, Alaska
Boca Raton, Florida
Boston, Massachusetts, including all locations within Suffolk County
Cambridge, Massachusetts
Carmel, California
Chicago, Illinois, including all locations within Du Page, Lake, and Cook Counties
Cleveland, Ohio
Dallas/Fort Worth, Texas
Denver, Colorado
Edison, New Jersey, including all locations within Middlesex County
Fairbanks, Alaska
Fort Myers and Sanibel Island, Florida, including all locations within Lee County
Hershey, Pennsylvania
Hilton Head Island, South Carolina, including all locations within Beaufort County
Honolulu, Oahu, Hawaii, including all locations on the Island of Oahu
Houston, Texas
Indianapolis, Indiana
Juneau, Alaska
Kaanapali Beach, Maui, Hawaii
Kailau-Kona, Hawaii
Kaunakakai, Molokai, Hawaii
Keystone, Colorado, including all locations within Summitt County
King of Prussia, Pennsylvania
Kodiak, Alaska
Lake Buena Vista, Florida
Los Angeles, California, including all locations within Los Angeles, Kern, Orange, and  Ventura Counties
Miami, Florida
Minneapolis and St. Paul, Minnesota, including all locations within Hennepin, Ramsey,  and Anoka Counties
Monterey, California, including all locations within Monterey County
Nashville, Tennessee
Newark, New Jersey, including all locations within Bergen, Essex, Hudson, Passaic, and Union Counties
New Orleans, Louisiana, including all locations within Jefferson, Orleans, Plaquemines, and St Bernard Parishes
Newport, Rhode Island, including all locations within Newport County
Nome, Alaska
Oakland, California, including all locations within Alameda, Contra Costa, and Marin  Counties
Ocean City, Maryland, including all locations within Worcester County
Philadelphia, Pennsylvania, including all locations within Montgomery and  Philadelphia Counties
Phoenix, Arizona
Pittsburgh, Pennsylvania
Portland, Oregon
Princeton, New Jersey, including all locations within Mercer County
Salt Lake City, Utah
San Antonio, Texas
San Diego, California, including all locations within San Diego County
San Francisco, California, including all locations within San Francisco County
San Mateo, California, including all locations within San Mateo County
Santa Barbara, California, including all locations within Santa Barbara County
Santa Cruz, California, including all locations within Santa Cruz County
Seattle, Washington, including all locations within King County
South Padre Island, Texas
Stamford, Connecticut
St. Louis, Missouri
Sun Valley, Idaho, including all locations within Blaine County
Tampa, Florida
Tom's River, New Jersey, including all locations within Ocean County
Tuscon, Arizona
Vail, Colorado, including all locations within Eagle County
Wailea, Maui, Hawaii
White Plains, New York, including all locations within Westchester County

Out-Of-State, Special Designated High-Cost Geographic Areas

Washington D.C., including the cities of Alexandria, Fairfax, and Falls Church, the counties of Arlington, Fairfax and Loudoun in Virginia, and the counties of Montgomery and Prince Georges in Maryland

New York, New York, including all locations within the counties of Nassau and Suffolk

State agencies may request the Director of Accounts and Reports to conduct a study of subsistence costs in any area not designated as a high-cost area. If the study findings of an area justify inclusion, the Director of Accounts and Reports may recommend to the Secretary of Administration that the area be added to the list of high-cost geographic areas. If the Secretary approves the addition of that area, subsistence payments for travel to the area may be made at the rate designated for high-cost geographic areas.

Actual Conference Lodging Reimbursement

The agency head must be provided with conference materials indicating that the conference will be held at or in connection with a lodging establishment with rates exceeding both the applicable lodging expense limitation established under K.A.R. 1-16-18 and the exception provided in K.S.A. 75-3207a(e). This exception allows the lodging rate to be exceeded by the lesser of either: (1) an additional 50% of the applicable lodging expense limitation, or (2) the actual lodging expense incurred.

K.A.R. 1-16-18a(e) has been amended to allow an agency to approve reimbursement or direct payment of actual lodging expenses when an employee is required or authorized to attend a conference, and the lodging rate exceeds the applicable lodging expense limitation (including the additional 50%). This provision may be used for the approved conference and for official state business related to the conference, and shall be applicable only to the state employee attending the conference. The term "conference" means any seminar, association meeting, clinic, colloquium, convention, symposium, or similar gathering that is attended by a state employee in pursuit of a goal, obligation, function, or duty imposed upon a state agency or performed on behalf of a state agency.

The agency will designate on Form DA-26, Agency Travel Approval - Out-of-State Travel and Lodging Reimbursement Rates, the method by which they will indicate the approval for payment of the actual cost for conference-related lodging. This form has been amended to include this designation in section two of the form relating to approval to exceed established lodging rates. A separate letter will be sent to each agency asking that a new Form DA-26 be completed for FY 2000. A copy of Form DA-26 is attached to this informational circular, may be found in Policy and Procedure Manual Filing 3,817, or may be accessed at http://www.da.ks.gov/ar/forms/.

Meal allowance will be reimbursed at the regular meal allowance rate based on the location of the conference.

The provision to pay actual conference lodging replaces use of Form DA-28 which required approval by the Director of Accounts and Reports. The date on which expenses are incurred determines the appropriate approval process.

SAM:jr

Attachment: DA-26.pdf;   DA-26.doc (Word format)

DATE:	September 24, 1999
SUBJECT:	Credit Card Survey
EFFECTIVE DATE:	N/A
A & R CONTACT:	Jerry Serk	(785) 296-2318	(Jerry.Serk@da.state.ks.us)
APPROVAL:
SUMMARY:	Credit Card Acceptance Survey

The Division of Purchases and the Division of Accounts and Reports are in the process of determining the credit card needs of state agencies. Internet and electronic commerce applications are increasingly requiring the state to be able to accept credit card payments from citizens and companies in the continental United States, as well as internationally.

We would appreciate your taking the time to complete the attached survey [attached to hard copy circulars mailed to state agencies] as it pertains to your agency. If it is more appropriate to complete multiple surveys within your agency for different programs, that is preferable. Please return the survey by October 6, 1999 to the Division of Accounts and Reports, 900 S.W. Jackson, Room 351-S, Topeka, KS 66612-1248, Attention: Jerry Serk.

This survey will be used in the development of a statewide contract to procure a vendor to administer a statewide system for accepting credit card payments. Please indicate all programs you currently have and any future programs that may have a potential credit card application.

If you have any questions pertaining to this survey, please contact Jerry Serk at (785) 296-2318 or e-mail Jerry.Serk@da.state.ks.us.

SAM:js

Attachment: Survey

DATE:	October 29, 1999
SUBJECT:	Additional Information Regarding Journal Voucher Requests and Journal Vouchers to Correct Expenditure and Receipt Documents
EFFECTIVE DATE:	October 19, 1999
A & R CONTACT:	Audit Services Team - Randy Kennedy	(785) 296-2125	(Randy.Kennedy@da.state.ks.us)
	Leroy Charbonneau	(785) 296-2255	(Leroy.Charbonneau@da.state.ks.us)
	Shirley Gilchrist	(785) 296-2882	(Shirley.Gilchrist@da.state.ks.us)
	Gina Reynoldson	(785) 296-2252	(Gina.Reynoldson@da.state.ks.us)
APPROVAL:
SUMMARY:	E-mail address for transmitting DA-35A Journal Vouchers and DA-35R Journal Voucher Requests. Clarification on preparation of DA-35As.

E-Mailing Requests (new)

DA-35A journal vouchers and DA-35R journal voucher requests can be e-mailed to the Department of Administration at armail@da.state.ks.us. All documents received by 9:00 a.m. will be printed at that time and added to the processing queue.

Batching DA35As (new)

In order to enhance tracking of journal vouchers and to speed up processing, please prepare a DA-199 STARS Batch Sheet for each set of DA-35s submitted. The batch type is "T." The batch count is the number of funding lines. The batch amount is the sum of the absolute values of all the funding lines (hash total). This form can be found at Accounts and Reports Internet site: http://www.da.ks.gov/ar/forms/.

Identifying Documents on the DA35A (clarification) 

In the left most column labeled "c/n to" enter the current document number being corrected. Below the funding lines or in the explanation area indicate if the voucher was processed as an Internet interfund (state "SOKI"), or if processed under the agencies delegated audit authority (state "delegated audit"). For all documents please indicate the approximate STARS process date.

DATE:	October 29, 1999
SUBJECT:	SCORECARD Program
EFFECTIVE DATE:	N/A
A & R CONTACT:	Roger Rooker	(785) 296-2844	(Roger.Rooker@da.state.ks.us)
APPROVAL:
SUMMARY:	SCORECARD Program Available to State Agencies

Several agency managers have expressed an interest in a "SCORECARD" program that would provide feedback on how their agency is doing in processing transactions through the Division of Accounts and Reports. The "SCORECARD" concept was included as a topic on the survey distributed by Accounts and Reports at the September, 1998 ASTRA meeting and the responses to the proposal that the Division of Accounts and Reports evaluate agency performance through a "SCORECARD" process were positive.

As a result, the Division of Accounts and Reports announced the implementation of a "SCORECARD" evaluation program at the May, 1999 ASTRA meeting. The availability of the program was also announced through the Accounts and Reports Webpage which includes information about the program along with enrollment forms. Eighteen agencies requested evaluations during fiscal year 1999, with three additional agencies submitting requests during fiscal year 2000.

Agencies that are not already participating in the "SCORECARD" program may request to participate by completing the enclosed SCORECARD EVALUATION REQUEST form and submitting it to the Director of the Division of Accounts and Reports. Copies of the individual evaluation forms are also enclosed for your review. Information about the program and copies of the forms are also available on our webpage at http://www.da.ks.gov/ar/.

The Division of Accounts and Reports does not maintain detailed records on many of the areas that would be logically evaluated. In view of this, all "SCORECARD" ratings will be given at the agency level and will be based upon subjective criteria. The evaluation forms have been designed to identify areas where we believe that additional training or review of internal policies may be beneficial or areas where performance is acceptable and are not to be used for individual staff evaluations. The forms also provide for comments on each of the evaluation areas and for general overall comments.

It is important that these evaluations be viewed as input mechanisms provided by Accounts and Reports and that they be viewed by agency managers in the manner in which they are intended. The evaluations are merely to provide feedback on areas where the Division of Accounts and Reports feels that the agency might identify opportunities for improvement and are not to be used for individual staff evaluations. You will note the possible scoring does not include a rating higher than "ACCEPTABLE". You will also note that the form includes a category "COULD BENEFIT FROM ADDITIONAL TRAINING OR REVIEW INTERNAL POLICIES". This is not intended to infer that all training is currently available from Accounts and Reports. While we do intend to expand our training subjects as resources allow, we will also be relying on agencies to assist each other in areas where training is not available from us.

Evaluations for a fiscal year are performed as soon as practical after budget worksheets have been distributed for the fiscal year in which the evaluation request was received. Evaluations will be automatically performed each subsequent fiscal year for any agency with a request on file until the agency notifies the Division of Accounts and Reports that it no longer wishes to receive the evaluations.

Questions concerning the SCORECARD program may be directed to Roger Rooker at telephone (785)296-2844, email address Roger.Rooker@da.state.ks.us

SAM:rr

Attachment:  scorecard request & evaluation forms  (.pdf) 

DATE:	January 11, 2000
SUBJECT:	Interfund Vouchers Less than $5.00
EFFECTIVE DATE:	January 11, 2000
A & R CONTACT:	Randy Kennedy	(785) 296-2125	(Randy.Kennedy@da.state.ks.us)
APPROVAL:
SUMMARY:	Interfund vouchers may be processed for less than $5.00.

Informational Circular Number 1279 prohibited the processing of interfund vouchers under $5.00. The cost of processing these documents has been reduced due to the implementation of the Interactive Internet Interfund System (SOKI3). Therefore, interfund vouchers for less than $5.00 may now be processed, either on SOKI3 or paper.

SAM:rk 

DATE:	January 20, 2000
SUBJECT:	Addition of Expenditure Sub-object Code 2211
EFFECTIVE DATE:	Immediate
A & R CONTACT:	Pam Karns Mike Lovich	(785) 296-2660 (785) 296-2131	(pam.karns@da.state.ks.us) (mike.lovich@da.state.ks.us)
APPROVAL:
SUMMARY:	Addition of expenditure sub-object code 2211 for the Division of Printing

In past years, expenditure sub-object code 2210 (Printing and Binding) has been used by the Division of Printing Services for billing purposes. Expenditure sub-object code 2211 (Printing Binding [Pymt to St Fac Only] - Surcharge) has been established to track and account for the portion of the Division of Printing's billings that are considered unallowable under OMB Circular A87.

This addition should be made to your copy of the Uniform Expenditure Classification of Expenditure Sub-object Codes filing (PPM 7,002). This modification is reflected in the PPM on the Accounts and Reports internet site. (http://www.da.ks.gov/ar/ppm/ppm01001.htm)

SAM:ra 

DATE:	March 24, 2000
SUBJECT:	Interfund Vouchers
EFFECTIVE DATE:	July 1, 2000
A & R CONTACT:	Randy Kennedy	(785) 296-2125	(Randy.Kennedy@da.state.ks.us)
APPROVAL:
SUMMARY:	Use of the State of Kansas Interactive Internet Interfund System (SOKI3) for all interfund transactions with an effective date of July 1, 2000 or later.

As a result of agency comments and suggestions, the State of Kansas Interactive Internet Interfund System (SOKI3) was jointly developed by the State Treasurer's Office and the Division of Accounts and Reports. The pilot agencies have been using SOKI3 for over a year, and we have heard many positive comments. Agencies seem to generally be pleased with the system, and appreciate the reduction of the processing cycle from 6 weeks to less than one week, ability to track document status, and the reduction of the multiple levels of keying - both at the agency level and centrally. Agencies have also had the opportunity to provide input regarding modifications and functionality they would like to see in the system. Although we have been unable to implement every suggestion, an attempt has been made to look at the impact on all agencies as well as the system itself prior to making the "change vs. no-change" decision.

K.S.A. 75-3728 authorizes the Director of Accounts and Reports to "...design, revise and direct the use of accounting records and fiscal procedure...." Since it is inefficient for agencies with billing systems to maintain two separate processes for interfund voucher processing, paper interfunds will no longer be accepted effective July 1, 2000 for fiscal year 2001 transactions. In other words, if the effective date of the transaction is July 1, 2000 or later, the interfund voucher must be processed using the State of Kansas Interactive Internet Interfund System (SOKI3). Paper interfunds will be returned to the submitting agency unprocessed.

Specific details regarding SOKI3 processing during the fiscal year closing and opening will be included in the annual informational circular mailed in April of each year.

DB:rk 

DATE:	April 24, 2000
SUBJECT:	Raising of the Capitalization Threshold and Establishment of Expenditure Sub-object Codes 4XX9
EFFECTIVE DATE:	July 1, 2000
A & R CONTACT:	Bill Perry	(785) 296-7217	(bill.perry@da.state.ks.us)
	Gary Bond	(785) 296-2287	(gary.bond@da.state.ks.us)
APPROVAL:
SUMMARY:	The capitalization threshold for inventory purposes is being raised to $2,000 and expenditure sub-objects 4XX9 are being reestablished.

Capital outlay purchases will be classified under a dual sub-object code system to be determined by the cost of the item being purchased. Items with a useful life expectancy of one year or more and costing less than $2,000 will be coded as sub-object 4XX9 (non-inventory), and items with a useful life expectancy of one year or more and costing $2,000 or more will be classified as sub-object 4XX0 (inventory). Only those items with a useful life expectancy of one year or more and costing $2,000 or more, should be classified as "capital outlay" and maintained on inventory.

Effective with fiscal year 2001 business, the expenditure sub-object series 4XX9 is being reestablished and the definition of capital outlay will be amended to define capital outlay/inventory as any item with a useful life expectancy of one year or more and costing $2,000 or more. Items purchased in fiscal year 2001 and costing between $500 - $1999.99 will be classified as "non-inventory capital outlay" and coded 4XX9. When submitting encumbered items for DA-118 transactions for fiscal year 2000, please continue to use the current capital outlay coding policy to record items.

These additions will be reflected in the Uniform Expenditure Classification of Expenditure Sub-object Codes filing (P.P.M. No. 7,002) on the Division of Accounts and Reports website http://www.da.ks.gov/ar/ppm/ppm01001.htm. Property Inventory (PPM No. 13,001) will also be updated July 1, 2000 to reflect the new threshold.

Items under $2,000 may be deleted from your agency inventory listing immediately and should not be included in the FY 2000 totals provided to the Division of Accounts and Reports. Items that appear on your Capital Outlay Report (DAFR8460) in amounts less than $2,000 for the remainder of FY 2000 should be disregarded and not added to your inventory listing.

DB:JS 

DATE:	May 19, 2000
SUBJECT:	New Vendor for the State of Kansas Business Travel Card Program
EFFECTIVE DATE:	Immediately
A & R CONTACT:	Nickie Roberts	(785) 296-7917	(nickie.roberts@da.state.ks.us)
	Tim Hund	(785) 368-6347	(tim.hund@da.state.ks.us)
APPROVAL:
SUMMARY:	The new contract for the State of Kansas Business Travel Card Program has been awarded to UMB Bank.

The contract for the State of Kansas Business Travel Card Program has been awarded to UMB Bank. VISA cards/accounts issued by UMB Bank will be made available later this summer. The transition to UMB Bank is being coordinated closely with American Express (the current vendor). The new program will mirror the existing program in most aspects, so the transition is anticipated to be relatively seamless for both cardholders and agency staff. American Express balances will not transfer to the VISA card and each cardholder will be responsible for his, or her, own outstanding American Express balance. It is our intent that there will not be a time when an employee will not have a valid Corporate Card.

The State of Kansas Business Travel Card Program will continue to be divided into two separate programs:

Business Travel Accounts

• Account number assigned (Card not issued)
• Issued in agency name
• No billing cycle dollar limits
• Restricted to purchase of transportation tickets, by agencies for employees, when purchased from the State Travel Center
• Enrollment packets to be provided to agencies participating in the existing Business Travel Card Program
• Start-up kits to be provided to agencies not participating in the existing program
• Activity reports to be provided

Business Travel Cards (Corporate Cards)

• Issued to individual employees for travel-related expenses
• Restricted to employees with an annual minimum salary of $15,000
• No annual fees
• $2,500 card limit per billing cycle (Please contact A&R if exceptions are required.)
• No State liability for charges to cards

Additional details regarding the transition (e.g. closing accounts, etc.) will be communicated to agencies and cardholders as a detailed implementation plan is developed. Program transition information will be available soon at http://www.da.ks.gov/ar/.

DB:th

DATE:	May 19, 2000
SUBJECT:	New Signature Verification Form (previously called "Card" rather than Form)
EFFECTIVE DATE:	Immediately
A & R CONTACT:	Audit Services Team - Randy Kennedy	(785) 296-2125	(Randy.Kennedy@da.state.ks.us)
	Leroy Charbonneau	(785) 296-2255	(Leroy.Charbonneau@da.state.ks.us)
	Shirley Gilchrist	(785) 296-2882	(Shirley.Gilchrist@da.state.ks.us)
	Mark Handshy	(785) 296-7021	(Mark.Handshy@da.state.ks.us)
APPROVAL:
SUMMARY:	Revised Signature Verification Form, DA-115, is available at our Internet site.

The Signature Verification Form, DA-115, has been revised. The form is available, either for printing or download in EXCEL format, at our Internet site ( http://www.da.ks.gov/ar/forms/). It is not necessary to complete a new form except as noted below.

On the DA-115, the agency head designates the individuals who are authorized to sign documents on behalf of the agency. This form must be completed any time the agency head changes or if a change in the individuals authorized to sign documents occurs. When a change takes place, all individuals authorized to sign must be listed on the DA-115 along with their signature, regardless of whether they were listed on a previous DA-115. In addition, the names of the individuals having their signature authority revoked should be printed on the bottom half of the DA-115. The agency head then signs the completed form at the bottom. The agency sends the completed form to the Central Accounting Services Section of the Division of Accounts and Reports.

DB:rk 

Attachment: DA-115 (see A&R forms page)

DATE:	June 21, 2000
SUBJECT:	Expenditure Sub-object Codes for distinguishing between taxable and non-taxable awards
EFFECTIVE DATE:	July 1, 2000
A & R CONTACT:	Pam Karns Mike Lovich	(785) 296-2660 (785) 296-2131	(pam.karns@da.state.ks.us) (mike.lovich@da.state.ks.us)
APPROVAL:
SUMMARY:	Establishment of Additional Expenditure Sub-object Codes for Items Not Reportable to the IRS and Change Descriptions for 2950 and 2980 to be Reportable to the IRS.

In order to streamline the work effort involved with issuing 1099s two new expenditure sub-objects are being established effective July 1, 2000 to distinguish between taxable and non-taxable awards. In conjunction with this, the descriptions for the following Contractual Services" are being changed as follows:

The additional expenditure sub-object codes are being established under the category of "Other Contractual Services" as follows:

These new expenditure sub-objects are to be used to code purchases for plaques, trophies, pins, mugs and other similar items under $20.

These revisions will be reflected in the Uniform Expenditure Classification of Expenditure Sub-object Codes filing (PPM No 7,002) on the Division of Accounts and Reports web site http://www.da.ks.gov/ar/ppm/ppm01001.htm.

DB:pk

DATE:	June 30, 2000
SUBJECT:	Business Travel Card Program Conversion
EFFECTIVE DATE:	Immediately
A & R CONTACT:	Nickie Roberts	(785)296-7917	(nickie.roberts@da.state.ks.us)
	Tim Hund	(785) 368-6347	(tim.hund@da.state.ks.us)
APPROVAL:
SUMMARY:	Conversion of the State of Kansas Business Travel Card Program to VISA Cards and Cardless Accounts

The contract with UMB Bank for the State of Kansas Business Travel Card Program will be signed in the near future. VISA cards and cardless accounts issued by UMB Bank will be made available later this summer. (Business Travel Accounts will be issued to agencies; Business Travel Cards will be issued to qualifying employees.) Listed below are implementation details for both programs including tentative target dates when applicable.

Business Travel Accounts (VISA BTAs)

• A list of current American Express BTAs (accounts issued to agencies) is being reviewed by the Division of Accounts and Reports and is also being verified with agency staff when questions arise. This list will be provided to UMB Bank in early July.
• UMB Bank will issue VISA BTAs (cardless accounts) for all accounts included on the listing.
• UMB Bank will notify agency contacts of the new VISA BTA account numbers beginning July 17, 2000.
• The State Travel Center and the Division of Accounts and Reports will also receive a listing of VISA BTA account numbers.
• Agencies are encouraged to begin using VISA BTAs immediately once notification is received from UMB Bank. Exclusive usage of VISA BTAs is required as of August 1, 2000.
  
  Please contact Nickie Roberts if your agency has an American Express BTA(s) and has not received a new VISA BTA account number(s) by July 24, 2000.
• American Express BTAs will be deactivated as of August 1, 2000.
• A listing of agencies who do not currently have an American Express BTA (and therefore will not be issued a VISA BTA during the conversion process) will be provided to UMB Bank for follow-up.
• If your agency would like to apply for a new BTA, please refer to the BTA application procedure that will be included on the Division of Accounts and Reports web page in the near future.

Business Travel Cards (VISA BTCs)

• A list of current American Express Corporate Cardholders (cards issued to employees) will be provided to UMB Bank by the Division of Accounts and Reports in early July.
• The Division of Accounts and Reports and UMB Bank will jointly send a letter to existing American Express Corporate Cardholders on approximately August 1, 2000. This letter will include specific details concerning the State of Kansas BTC program including the $2,500 card limit per billing cycle and instructions for obtaining an exception to this amount, as well as the annual minimum salary requirement of $15,000.
  
  Please note that the packet will also contain a form for the employee to sign and return directly to UMB Bank indicating the employee's desire to have a VISA BTC issued in their name.
• A VISA BTC (card) will be issued and mailed to the cardholder within three to five working days of the date UMB Bank receives the letter back from the cardholder.
• Prior to using the BTC, the cardholder must activate the card by following instructions included with the card.
• Cardholders are encouraged to use the new VISA BTCs immediately upon issuance. However, use of VISA BTCs will be required as of September 17, 2000.
• All American Express Corporate Cards will expire after September 17, 2000, in accordance with American Express' contract with the State of Kansas. It is our intent that there will not be a time when an employee does not have either a valid American Express Corporate Card or a VISA BTC. Your American Express Corporate Card will automatically be renewed if it expires between now and September 17, 2000.
• If you do not currently have an American Express Corporate Card and would like to apply for a VISA BTC, a BTC application must be completed and forwarded to the Division of Accounts and Reports. The BTC application will be available on the Division of Accounts and Reports web page by August 1, 2000.

DB:th