Study of the Payments of the State of New York – Project
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State of Payments Study of the Payments of the State of New York Project Findings May, 2019 1 CONFIDENTIAL ‐ May not be distributed or reproduced without express permission. © 2019 Mercator Advisory Group Contents . Executive Summary . Introduction – Project purpose – Approach – Current State . Overview of Alternative Payment Products – Debit Push Payments – Virtual Cards – Person‐to‐Person (P2P) Payments – Prepaid Cards –Same Day ACH . High‐value Opportunities . Summary of Payment Applications . Appendix 2 © 2019 Mercator Advisory Group Executive Summary . New York State Comptroller’s Office processes in the range of 6.5 million payment transactions within the Statewide Financial System (SFS) on behalf of 84 business units/agencies during the course of a fiscal year. – 52% of these payments are made via paper check and 48% via e‐payment. – There are multiple purposes (use cases) for these payments, with “specialty” cases representing a vast majority of the check volume. • In addition, the New York State issues individual payments through agency sole custody processes outside of the Statewide Financial System and records only the financial impact of those payments within the financial system. – Benefit programs such as Women, Infants, and Children (WIC), Supplemental Nutrition Assistance Program (SNAP), Temporary Assistance for Needy Families (TANF), and Unemployment Insurance (UI) process payments via electronic payments and/or payment cards – Personal Income Tax refunds and payments for State Insurance Fund, for Workers' Compensation, and to Medicaid providers are paid via a combination of paper check or ACH payments. – These account for an additional total of 16.5 million payments (not including Medicaid), of which 2.8 million (16.9%) are checks. 3 © 2019 Mercator Advisory Group Executive Summary (cont’d) . The payment flows involve five general process steps that run directly or indirectly through the State Financial System. They result in one of three payment types: ACH, check, or wire transfer. Through a review of available payment files, Mercator Advisory Group identified 11 use cases representing two outstanding opportunities for improvement through use of both existing and alternative payment types. – Expense reduction through use of e‐payments rather than checks – Improved experiences for both New York State citizens and the supplier base . Additional opportunities are also available through digital process adoption and further analysis of payment flows beyond the use cases identified that have high initial potential. 4 © 2019 Mercator Advisory Group Introduction . Project Purpose . Project Approach . Current State Analysis 5 © 2019 Mercator Advisory Group Introduction: Project Purpose The project originated through the vision of Mastercard to fund such analysis in order to uncover pain points in state government payment flows and identify opportunities for process improvements. The results of the study can potentially benefit the State of New York and other state governments by the subsequent report distribution through NASACT. The objective of Mercator Advisory Group’s engagement with the State of New York is to document the number, dollar value, tender type, and business case (purpose) of the outgoing disbursements originated by the State. This presentation summarizes findings from Mercator Advisory Group’s analysis of the payments data and discussions with individuals in the Office of the New York State Comptroller. The presentation provides recommendations and highlights opportunities to assist the State of New York to improve the efficiency of their payment operations based on knowledge of industry best practices. Through the Office of the New York State Comptroller, New York State has already provided an overview presentation to the National Association of State Comptrollers (NASC) at the annual event in April of 2019. The full report will be subsequently posted to the National Association of State Auditors, Comptrollers and Treasurers (NASACT) website. New York State hopes that all state governments can use this information as a case study for understanding state payments and the option available to effective make these payments in today’s world, potentially improving their payment operations. 6 © 2019 Mercator Advisory Group Introduction: Project Approach Mercator Advisory Group did the following: . Reviewed documentation provided by New York State to better understand state government nomenclature, structure, and operations, and then had ongoing discussions to clarify open questions. Analyzed the provided data to understand the current state of payments. Identified opportunities based on: – Current high‐volume use of a less efficient payment type, primarily checks. – Current use cases where a payment application is identified as being particularly cumbersome. – Where a change in payment solution could make a meaningful, positive difference to the recipient. Selected specific use cases representing identified opportunities and outlined solutions for consideration. Provided summary matrix of payment type attributes that may help to identify solutions for additional use cases. 7 © 2019 Mercator Advisory Group Current State: Generic New York State payments taxonomy Agency Office of the New York State Comptroller PSP Document Payables OSC Filter OSC Approval Payment Review . Compare invoices . Invoice/P.O. SFS‐originated . Authorized party . Payment type is received in SFS matching is payment reviews aligned with against purchase completed. requests are transactions. vendor file orders (P.O.s). Payment request routed to Manual (MAN) description. Auto entry for appropriate OSC native and OCR is initiated in payment types . Routing for unit for review. e‐invoices. SFS. are reviewed payment Manual entry Both . Payment and entered execution: for certain paper automated requests that into SFS with ACH, Wire to invoices. and manually originated from program and/or bank . Non‐P.O. entered. an agency not account code. documents are Checks to using SFS (e.g., . Approved cleared for . Payment is ERP, Payables, internal state payment. assigned a transactions are processing Bank system) are released for Medical records, program and/or handled by operations jury attendance, payment. account code. assigned OSC etc. unit. 8 © 2019 Mercator Advisory Group New York State processes 6.53 million payments through SFS during a fiscal year, essentially split between checks and ACH. Total Number (Millions) of Payments Percentage Payment Type Processed and General Categories 0.0% 6.53 4.06 48.2% 51.7% 2.18 0.3 0.1% 0.01 ACH Wire Check MAN Total Regular Specialty Travel Foreign Payments Vendors Vendors Expense Source: Mercator Advisory Group analysis, New York State payment data files 9 © 2019 Mercator Advisory Group SFS payment transactions to specialty vendors are highly skewed toward checks, which are inefficient. 1% 5% 6% 4% 31% Regular Payment Value % Specialty Vendors Vendors 59% ACH 9% CHK 84% MAN <1% Wire 5% 32% Payment Transactions % Regular Specialty Vendors Vendors 68% 94% Source: Mercator Advisory Group analysis, New York State payment data files 10 © 2019 Mercator Advisory Group Nearly one half of all Regular and Specialty Account checks (47%) are to pay refunds. Top 10 Reasons for Checks Number of Checks (millions) Refunds 1.58 Local Grants and Public Assistance .28 Clinical and Laboratory Services .23 Jury Service per Diem .22 Dental Supplies and Materials .06 Total number of checks = 3.36 million Medical Supplies and Materials .06 Total value= $7.5 billion Attorney for Child .05 Average check size = $2,289 Postage .04 Phone—Local and Long Distance .04 Food & Related Consummable Supplies and… .04 Source: Mercator Advisory Group analysis, New York State payment data files 11 © 2019 Mercator Advisory Group The top 10 departments account for 71% of all T&E checks. Top 10 Departments for T&E Checks Dept of Corrections and Community 3,851 Supervision State University of NY 2,766 Department of Transportation 2,541 Division of Homeland Security 1,587 State Education Department 1,232 Assembly 1,037 Total number of checks = 21,735 Office for People with Developmental Total value = $4.6 million 802 Disabilities Average check size = $215 Department of Health 651 Division of State Police 521 Office of Children and Family Services 486 Source: Mercator Advisory Group analysis, New York State payment data files 12 © 2019 Mercator Advisory Group Alternative Payment Products . Debit Push Payments . Virtual Cards . Person‐to‐Person Payments . Same Day ACH . Prepaid Cards 13 © 2019 Mercator Advisory Group Alternative Payments: Debit push payments use debit card credentials to credit accounts. A less expensive alternative to distributing Only the payee’s name, debit card number, and checks to consumers and small businesses that card expiration date are required. have a debit card. Transactions can be used to fund traditional Referred to as a push payment because the bank accounts as well as general purpose sender authorizes (that is, “pushes”) a credit to reloadable prepaid debit cards. the recipient. Transactions are never debit “pull.” Debit push payments can be acquired through larger financial institutions. Transactions are processed through the debit card networks. The Mastercard Send version of debit push payments operates as a platform that allows the Both Mastercard and Visa operate debit push sender to send transactions to both holders of payments (Mastercard Send and Visa Direct) Mastercard and holders of Visa debit